Administrative Assistant

Clerical / Documentation

• Process and maintain building-related registrations, permits, and certifications (e.g., business permits, occupancy permits, fire safety certificates)
• File and track job orders for repairs and maintenance (aircon, plumbing, electrical, etc.), following up with vendors/contractors until completion
• Prepare and file periodic office management reports (maintenance logs, incident reports, inventory summaries)
• Maintain organized records/files (physical and digital) of all building-related documents
• Liaise with building management, landlords, or external service providers as needed
• Coordinate with the finance team on non-financial documentation related to facility matters (Note: this role handles non-financial documentation only; billing, budgeting, and payments remain with Finance)

Logistical / Office Upkeep

• Ensure the pantry is consistently stocked (coffee, snacks, condiments, utensils, etc.)
• Monitor and replenish drinking water supply
• Coordinate regular trash disposal and cleanliness of common areas
• Manage office supplies inventory (stationery, printer supplies, cleaning materials) and reorder as needed
• Coordinate with janitorial/maintenance staff or third-party vendors for upkeep tasks
• Conduct routine walkthroughs to spot and report issues (leaks, broken fixtures, low supplies, etc.)
• Assist with light event/meeting setup logistics as needed (refreshments, room prep)

Benefits:

• Additional leave
• Company events
• Flexible schedule
• Opportunities for promotion
• Paid training
• Promotion to permanent employee
• Work from home