Admin

Job Summary

We are looking for a responsible, organised, and detail-oriented Administrative Assistant / Admin Executive to support our day-to-day administrative and document management activities. The role involves preparing and organising documents, coordinating submissions, monitoring document status, and liaising with clients to ensure all administrative requirements are completed accurately and on time.

Key Responsibilities

• Compile, organise, and maintain documents according to project or client requirements.
• Photocopy, scan, print, arrange, and file documents as required.
• Prepare submission documents, forms, supporting documents, and other administrative paperwork.
• Check documents for completeness, accuracy, and proper arrangement before submission.
• Maintain proper records and filing systems for all documents.
• Keep track of document submission status, deadlines, and outstanding requirements.
• Follow up on pending documents and ensure submissions are completed within the required timeframe.
• Liaise with clients regarding administrative matters, document requirements, and submission status.
• Coordinate with internal team members to obtain required information and supporting documents.
• Update document trackers, records, and submission status regularly.
• Ensure all documents are properly labelled, filed, and easily retrievable.
• Handle general administrative duties and provide support to the team when required.
• Maintain confidentiality and proper handling of client and company documents.
• Ensure all assigned administrative tasks are completed accurately and within deadlines.

Requirements

• Minimum 1–2 years of administrative experience is preferred.
• Good organisational and time-management skills.
• Detail-oriented and able to work systematically with documents.
• Good communication and interpersonal skills, especially when dealing with clients.
• Able to follow up independently and keep track of multiple tasks and deadlines.
• Proficient in Microsoft Office, particularly Word and Excel.
• Able to work independently as well as as part of a team.
• Responsible, punctual, reliable, and willing to learn.
• Ability to manage confidential information professionally.

Preferred Skills

• Document control and filing
• Submission and deadline tracking
• Client communication and follow-up
• Data entry and record keeping
• Microsoft Word and Excel
• Good written and verbal communication
• Strong attention to detail

Working Style

The ideal candidate should be organised, proactive, meticulous, and responsible, with the ability to manage multiple documents and deadlines simultaneously. The person should also be comfortable communicating with clients and following up on outstanding matters to ensure that work is completed on time.