IVY ONG LAY GEOK
Summary
An accomplished office administration professional with over 10 years of experience in multinational corporations, offering comprehensive executive-level support and expertise in office operations, procurement and project management. Proven track record in managing complex schedules, travel arrangements and sensitive documentation for senior executives. Adept at fostering employee engagement, streamlining office processes and ensuring efficient operational workflows. A detail-oriented, proactive leader with a strong focus on confidentiality, multitasking and problem-solving, consistently delivering high-quality results in fast-paced environments.
Overview
34
34
years of professional experience
Work History
OFFICE ADMINISTRATOR
Expand Marine Engineering Pte Ltd
09.2018 - Current
- Handle administrative tasks, including correspondence, contractual matter, statistic reporting and office supply management
- Support accounting and HR task such as timely salary payment to employees, monthly submission of CPF contribution, quarterly GST reporting, annual insurance renewal and preparation of employment income filing to IRAS
- Liaise with government authorities such as MOM and CPF Board, ensuring compliance
- Manage crisis situations and mitigate risks to protect organizational interests
SOCIAL MEDIA MARKETING ASSISTANT
All Age Entrepreneurs
08.2021 - 08.2023
- Assisted in creating and maintaining a content calendar to ensure consistent posting and timely updates
- Developed and curated engaging content for various social media platforms, including text, images, videos
- Scheduled and published posts using social media management tools (e.g., Business Suite)
SENIOR FINANCE ADMINISTRATION EXECUTIVE
Fit Ruums Pte Ltd
04.2017 - 08.2018
- Assisted with financial administration tasks including processing supplier invoices and staff expense claims
- Maintained cash book balance and performed bank reconciliation and credit card statements
- Supported new customers accounts opening and new supplier credit application procurement processes
- Managed credit insurance project for APAC clients
REGIONAL PROCUREMENT MANAGER
DNV GL
01.2013 - 07.2016
- Managed procurement initiatives, achieving significant cost savings through effective vendor negotiations and process improvements
- Centralization: Successfully transitioned indirect procurement projects from a decentralized to a centralized model, enhancing efficiency and control
- Contract Management: Managed high-value contracts for travel, hotel, printed stationery and mobile phone services, ensuring optimal terms and cost-effectiveness
- Expatriate Support: Effectively oversaw over 70 expatriate assignments in Singapore, including housing, car leases and personal household shipments, ensuring smooth relocations
- Cost Savings: Achieved significant cost reductions by negotiating apartment leases for International expatriates, resulting in 30% savings for the business units
- Vendor Relations: Strengthened vendor relationships through strategic negotiations and performance management, leading to improved service quality and cost benefits
- Process Improvement: Implemented procurement process improvements, resulting in streamlined operations and enhanced compliance with company policies
ASSISTANT OFFICE SERVICES MANAGER
DNV GL
12.2011 - 12.2012
- Implemented cost-effective office management strategies, negotiated vendor contracts and collaborated with the facilities team, HR, finance and business units, enhancing operational efficiency
- Cost Efficiency: Negotiated vendor contracts, including a mobile phone contract that resulted in $300,000 in savings over two years, and an indoor plant vendor contract that saved $198,000 annually
- Front Desk Management: Resolved internal customers complaints by implementing an updated system to ensure coverage of the main switchboard and establishing a SOP to improve the receptionist workflow, leading to improved employee satisfaction
- Process Improvement: Streamlined office procedures, purchasing processes and implemented best practices to improve productivity and efficiency
- Employee Support: Enhanced employee support services by improving office amenities and resources, contributing to a more productive work environment
- Office Relocation Project: Managed the bulk workload for the new office moving plan for 600 staff (setting up facilities, office supplies and indoor plants for reception floor and 4 office floors) and project milestones were achieved on schedule, despite 3 project team members left the company
KNOWLEDGE MANAGEMENT EXECUTIVE
DNV
01.2007 - 11.2011
- Spearheaded the implementation of knowledge management system, fostering collaboration and improving information accessibility across departments, while provided comprehensive administrative support to the Country Chair and Head of Department
- System Implementation: Successfully implemented a new knowledge management system, enhancing information sharing and accessibility across the organization
- Process Optimization: Optimized workflows for 6 departments, resulting in high adoption rates and user satisfaction
- Training Programs: Developed and conducted training sessions to 80 staff on knowledge management best practices, improving staff competency and engagement
VARIOUS SUPPORT ROLES
DNV
03.1991 - 12.2006
- Provided administrative support to senior management, including calendar management, meeting coordination, travel management and finance activities such as verifying invoices for approval and payment, processing expense claims and year end auditing assistance
- Managed office supplies and equipment, coordinating procurement and maintenance activities
- Coordinated all aspects of training programs, including curriculum development, scheduling, logistics and catering coordination and participant evaluation
- Managed multiple projects and supported project teams, including contracts, proposals, progress reports and invoicing
Education
Diploma - Digital Communication
Ngee Ann Polytechnic
01.2026
SGUnited Skills Programme in Digital Marketing -
NTU
05.2022
GCE O Level -
01.1984
Skills
- Executive Administrative Support
- Calendar & Meeting Management
- Travel Booking & Expense Claims
- Confidential Document Handling
- Office Operations & Facilities Management
- Regional Procurement & Vendor Management
- Event Planning & Employee Engagement
- Multitasking & Prioritization
- Cross-Department Collaboration
- Problem-Solving & Decision-Making
- Time Management & Organizational Skills
- Contract Management & Documentation
Languageanditskills
English, Mandarin, Microsoft Office Suite, Google Applications, Adobe Acrobat, Zoom, Ms Teams, Canva
Personal Information
Nationality: Singaporean
Volunteer Experience
SOCIAL MEDIA MARKETING ASSISTANT, All Age Entrepreneurs, 08/21, 08/23, Assisted in creating and maintaining a content calendar to ensure consistent posting and timely updates., Developed and curated engaging content for various social media platforms, including text, images, videos., Scheduled and published posts using social media management tools (e.g., Business Suite).
Careeraccomplishments
- Successfully managed executive schedules, meetings and travel arrangements for senior management, ensuring smooth coordination and operational efficiency.
- Streamlined office operations and vendor management processes, leading to improved cost efficiency and resource allocation.
- Organized and executed company events and employee engagement initiatives, fostering collaboration and team morale, e.g. coffee tasting session, teambuilding, department retreat, exhibitions, marketing workshops.
- Led regional procurement activities, negotiating favorable terms with vendors and optimizing contract management.
- Ensured the accurate and timely processing of expense claims for senior executives, reducing delays and improving financial transparency.
- Managed confidential communications and sensitive documents with the utmost discretion, maintaining professionalism and trust within senior leadership teams.
Timeline
SOCIAL MEDIA MARKETING ASSISTANT
All Age Entrepreneurs
08.2021 - 08.2023
OFFICE ADMINISTRATOR
Expand Marine Engineering Pte Ltd
09.2018 - Current
SENIOR FINANCE ADMINISTRATION EXECUTIVE
Fit Ruums Pte Ltd
04.2017 - 08.2018
REGIONAL PROCUREMENT MANAGER
DNV GL
01.2013 - 07.2016
ASSISTANT OFFICE SERVICES MANAGER
DNV GL
12.2011 - 12.2012
KNOWLEDGE MANAGEMENT EXECUTIVE
DNV
01.2007 - 11.2011
VARIOUS SUPPORT ROLES
DNV
03.1991 - 12.2006
SGUnited Skills Programme in Digital Marketing -
NTU
GCE O Level -
Diploma - Digital Communication
Ngee Ann Polytechnic
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