Administrative Assistant

Job Description & Requirements

Duties & Responsibilities

• Provide general administrative support to ensure smooth departmental operations.
• Perform data entry duties, filing and maintain accurate records and documentation.
• Assist in preparing documents and liaise with relevant departments to ensure efficient and seamless service delivery to clients.
• Answer phone calls and respond to emails professionally
• Compile and verify data summary (e.g. order amounts, discount rates, etc.), to ensure accuracy in generating bills receivable and final billing before dissemination to clients, when required.
• Coordinate meetings, appointments, and schedules
• Liaise with vendors, clients, and internal staff when required
• Assist in preparing documentation for audits and inspections.
• Undertake any other ad-hoc duties as assigned.

Required competencies and certifications

• Proficient in MS Office applications, especially MS Excel and Word, to perform data management and documentation tasks effectively
• Strong communication, negotiation, and coordination skills to interact with clients and internal departments clearly and professionally
• Ability to work independently and as part of a team with minimal supervision to meet deadlines and manage multiple tasks
• Detail-oriented and meticulous in handling data and documentation to maintain accuracy and compliance
• Resilient and able to perform well under pressure in a fast-paced work environment

Preferred competencies and qualifications

• Possess at least a GCE 'N' / 'O' Level qualification or equivalent
• Demonstrate resourcefulness, proactivity, and a positive attitude when addressing work challenges
• Comfortable working with staff at all levels, including Managers and Directors
• Prior administrative experience will be an advantage

Other Information

• 5-day work week, Monday to Friday, 8:00 a.m. to 5:30 p.m.
• Able to work in the West region of Singapore.