Admin Assistant

Job Description

The Admin Assistant supports daily administrative, logistical, and operational tasks to ensure smooth functioning of the facility. This role includes managing inventory, verifying deliveries and invoices, maintaining donor communications, and assisting with office and resident-related activities. The ideal candidate is organized, detail-oriented, and willing to support a variety of office and care-related functions.

Key Responsibilities

• Monitors and manages inventory levels for medical consumables and food & beverage items

• Verifies deliveries of goods against purchase orders to ensure accuracy and completeness

• Checks and validates supplier invoices against delivery orders

• Distributes incoming mail to relevant departments or individuals

• Assists with donation of physical items, including counting, maintaining the donation schedule, and preparing appreciation letters for donors

• Assists with warranty registration and tagging of assets to ensure proper record-keeping and tracking

• Conducts periodic stock counts to ensure asset records are accurate and up to date

• Assists with scanning, filing and organizing office documents

• Helps maintain a clean and tidy office environment

• Assists in the coordination and support of resident activities and events

• Acts as a floater Therapy Assistant in the absence of any one therapy staff

• Performs other general administrative duties and ad hoc tasks as assigned

Training & Documentation Coordination

• Coordinate mandatory staff training schedules and attendance tracking.

• Maintain training records, audit trails, and compliance documentation.

• Track staff acknowledgements of policies, SOPs, and governance requirements.

Qualifications & Requirements

• Education: Minimum GCE O Level or equivalent

• Experience:

• Prior experience in an administrative or operations support role preferred

• Experience in a healthcare or eldercare environment is an advantage