Administrative Assistant

Job Responsibilities

Office administration

·         Manage daily office administrative activities and ensure smooth office operation.

·         Answer incoming calls and respond to general enquiries.

·         Manage incoming and outgoing mail, courier services, and deliveries.

·         Maintain office filing system, both electronic and hardcopy.

·         Monitor office supplies and coordinate purchasing of stationery and office consumables.

·         Coordinate maintenance of office equipment and facilities.

·         Support company events and meetings.

·         Arrange for staff training and travel bookings.

·         Perform other administrative duties assigned by management.

Sales Administration

·         Assist to support sales enquiries.

·         Generate sales orders and process customer purchase orders.

·         Maintain customer records and sales documentation.

·         Monitor order status and update customers on delivery schedules.

·         Assist in CRM data entry and updates.

Procurement support

·         Prepare purchase orders.

·         Track suppliers' lead times.

·         Maintain procurement records.

·         Assist in inventory and stock documentation.

·         Coordinate shipment and delivery documentation.

Finance support

·         Support expense claim administration.

·         Assist in monitoring customer payments.

·         Coordinate with external accountants on administrative matters.

·         Maintain records of supplier invoices and payment documents.

Qualification

·         GCE ‘O’ Level / NITEC, Diploma, or equivalent qualification.

·         Diploma in Business Administration or related fields is an advantage.

Experience

·         2-5 years of administrative experience

·         Experience in an engineering, construction, HVAC, or instrumentation company is an advantage.

Skills

·         Proficiency in MS Office.

·         Good document management skills.

·         Excellent organizational and time management skills.

·         Good written and verbal communication skills.

·         Customer service-oriented.

·         Positive attitude and willingness to learn.

·         Ability to work independently and as part of a team.

·         Able to multitask and prioritise work effectively.

·         High level of integrity and confidentiality.