Admin Assistant (HQ)

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Admin Assistant (HQ)

Overview

We are seeking a highly organized and proactive Administrative Assistant to support our daily operations and ensure the smooth functioning of our office and administrative processes. The ideal candidate will be a detail-oriented individual with strong communication skills and a solid understanding of office administration, including specific compliance-related tasks.

Job Function

Office Management

• Maintain a highly organized and tidy office environment.
• Manage and procure all office supplies and inventory for both HQ and site offices.
• Coordinate essential office equipment maintenance and repairs.
• Handle all incoming and outgoing mail and facilitate courier services efficiently.

Communication & Correspondence

• Answer and direct incoming phone calls with professionalism.
• Greet and assist visitors, ensuring a welcoming environment.
• Manage general email inquiries and ensure timely correspondence.
• Draft, proofread, and edit various documents, memos, and reports for accuracy and clarity.

Scheduling & Coordination

• Organize and coordinate internal and external meetings, including room bookings and basic preparation.
• Assist with the planning and coordination of company events or special projects.

Corporate & Data Management

• Maintain comprehensive physical and digital filing systems, ensuring easy retrieval of documents.
• Assist with Annual General Meeting (AGM) compilation, printing, and Certificate of Permissible Operations (COP) preparation.
• Manage administrative aspects of project takeovers and handovers, including documentation.
• Act as a key liaison for authority inquiries (e.g., ACRA, IRAS) and manage corporate filings via Corpass.
• Process and administer documents related to specific statutory sections (e.g., S47 & S65, likely related to BMSMA or similar corporate regulations).
• Execute e-filing for AGMs, Office Bearer updates, and By-law lodgements.
• Conduct bi-annual checks on shop names and ownership details with the Urban Redevelopment Authority (URA).
• Support PDPA (Personal Data Protection Act) maintenance and compliance efforts under the guidance of the Admin Manager.
• Handle general resident enquiries, providing administrative support where required.

General Support & Assistance

• Provide comprehensive administrative support to managers and other team members.
• Assist with various special projects and research tasks as needed.
• Prepare and reconcile expense reports accurately

Requirements

Certifications

• Relevant certifications in office software (e.g., Microsoft Office Suite) or administration are a strong asset.

Experience & Skills

• Proven administrative or office support experience (e.g., 1-3+ years) is highly desirable.
• Excellent communication skills, both written and verbal, with a professional and articulate demeanor.
• Strong organizational and time-management skills, with the ability to prioritize tasks and meet deadlines.
• Exceptional attention to detail and accuracy in all tasks.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and comfortable with various digital platforms.
• Ability to handle confidential information with discretion.
• Multilingual capabilities (e.g., proficiency in Mandarin, Malay, or Tamil) are a strong advantage for communication with diverse stakeholders in Singapore.
• Proactive and resourceful, with a problem-solving mindset.

• Employment

  Full-Time

• Location

  Kaki Bukit, Singapore

• Department

  Admin

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