We are seeking a detail-oriented and organized Administrative Assistant to support our Service Department in daily operations, coordination, and documentation.
Key Responsibilities
- Handle data entry, filing, and document management
- Prepare letters, reports, and meeting notes
- Maintain and update records, spreadsheets, and databases
- Ensure accurate data entry into service systems (e.g., Infortec, Maximo)
- Monitor service contracts and track renewal timelines
- Coordinate service schedules and support job planning
- Assist with monthly invoicing and billing tasks
- Manage incoming calls and emails, and liaise with clients, vendors, and internal teams
- Assist in arranging meetings and site access
- Prepare billing schedules and support accurate invoicing
- Resolve billing discrepancies with the Finance team
- Maintain proper documentation and filing, including contract records
- Track and prepare reports on service activities (e.g., revenue, PM/CM schedules)
- Maintain records of service jobs, equipment, and warranties
- Support continuous improvement of administrative processes
- Provide general office support (supplies, courier, basic claims/expenses if required)
Requirements
- GCE O/A Level, Nitec, Diploma, or equivalent
- Basic proficiency in Microsoft Office (Excel, Word, Outlook)
- Good communication skills (written and verbal)
- Detail-oriented, organized, and able to work independently
- Prior administrative experience is an advantage but not required
Working Environment
- Office-based role (with occasional site support, if required)
- Suitable for candidates seeking stable working hours or returning to the workforce
