Admin Assistant

The Administrative Assistant will provide structured administrative, operational, and coordination support to Global 361 Pte. Ltd. and its operating platforms, including retail (M Mart), workforce housing (Kosan), neighbourhood commercial aggregation (MMall), and agricultural initiatives under PT Mayzen Global.

The role requires high organisational discipline, confidentiality, attention to detail, and the ability to manage cross-border documentation between Singapore and Indonesia.

The Administrative Assistant serves as a central coordination point to ensure documentation accuracy, operational efficiency, and governance alignment across the Group.

2. Key Responsibilities

A. Administrative & Office Support

Manage daily office administration functions including correspondence, scheduling, filing, and document organisation.
Maintain structured digital and physical filing systems for corporate, financial, tenancy, and vendor documentation.
Coordinate meetings, prepare agendas, record minutes, and follow up on action items.
Handle official correspondence with suppliers, tenants, regulators, and service providers.

B. Documentation & Compliance Support

Assist in maintaining corporate records, contracts, lease agreements, and vendor documentation.
Support preparation and filing of statutory documents in Singapore.
Coordinate documentation flow between Singapore and PT Mayzen Global (Indonesia).
Maintain updated records of licences, permits, tenancy agreements, and renewal timelines.
Track compliance deadlines and notify management accordingly.

C. Financial & Operational Coordination

Support invoice processing, expense tracking, and basic bookkeeping coordination with external accountants.
Maintain payment schedules for utilities, rentals, suppliers, and service providers.
Assist in preparing monthly operational summaries for management review.
Track receivables (tenants, retail, suppliers) and follow up where required.

D. Platform-Level Support

For M Mart (Singapore Retail):
Coordinate supplier documentation and inventory records.
Assist with licensing documentation and operational paperwork.

For Kosan & MMall (Indonesia):
Maintain tenancy records and occupancy data.
Coordinate rental documentation and renewals.

For Farm Platform:
Maintain procurement documentation and vendor contracts.

E. Communication & Coordination

Act as liaison between management and operational teams.
Assist in drafting business letters, emails, and internal communications.
Coordinate with Indonesian counterparts on documentation and reporting matters.
Support HR-related administrative functions where required.

3. Key Performance Indicators (KPIs)

Accuracy and completeness of documentation
Timeliness of administrative deliverables
Compliance tracking accuracy
Reduction in documentation errors
Efficiency in invoice and payment coordination
Meeting coordination effectiveness

4. Requirements

Education

Diploma or Bachelor's Degree in Business Administration, Management, Accounting, or related discipline.

Experience

Minimum 2-5 years of administrative experience.
Experience in SME or multi-business environments preferred.
Exposure to property, retail, or asset management administration is an advantage.
Experience supporting cross-border documentation (Singapore-Indonesia) is desirable.

Technical Competencies

Proficiency in Microsoft Office (Excel, Word, PowerPoint).
Basic bookkeeping knowledge preferred.
Ability to manage digital document management systems.
Understanding of lease agreements and vendor contracts is advantageous.

Soft Skills & Behavioural Competencies

High attention to detail and accuracy.
Strong organisational and time management skills.
Ability to maintain confidentiality.
Structured and process-oriented mindset.
Clear written and verbal communication skills.
Ability to work independently with minimal supervision.