Job Title: Administrative Assistant
Key Responsibilities:
1. General Administration
- Provide day-to-day administrative support to the team.
- Maintain proper filing systems (physical and electronic).
- Assist with data entry, document preparation, and report compilation.
- Monitor and replenish office supplies and stationery.
2. Claims & Invoice Processing
- Process and submit claims, ensuring supporting documents are complete and accurate.
- Process invoices and maintain proper records.
- Liaise with Finance and relevant departments for clarifications.
- Ensure documentation is properly filed for audit and reference purposes.
3. Procurement & Vendor Coordination
- Source and liaise with vendors to obtain quotations for office-related purchases and services.
- Compare quotations and support cost evaluation for approval.
- Assist with general procurement of office supplies, equipment, and services.
- Coordinate with vendors on delivery timelines and follow-ups.
- Maintain proper records of purchases, quotations, and vendor details.
4. Mailroom & Reception (Secondary Support)
- Receive, sort, and distribute incoming mail and courier parcels.
- Arrange outgoing mail and courier services.
- Attend to visitors and clients professionally.
- Answer and direct phone calls.
- Manage meeting room bookings.
- Keep reception area tidy and presentable.
Requirements
- GCE O and A Levels, Polytechnic Diploma or higher qualifications are welcome to apply. Those with relevant experience but without the requisite academic qualifications may also be considered.
- 0-2 years of working experience (fresh graduates are encouraged to apply).
- Basic knowledge of MS Office (Word, Excel, Outlook).
- Good communication and interpersonal skills.
- Organized, detail-oriented, and able to multitask.
- Willing to provide support across different administrative functions.
