Admin Assistant (Based in Singapore)

Talent Recruit; Johor Bahru; On-site; MYR 20,000 - 100,000; Full time

Job summary

A leading company in the marine and offshore industry seeks an Admin Assistant based in Singapore to support various administrative functions. The role involves coordinating training, managing insurance, and ensuring compliance with ISO standards. Ideal candidates will possess strong organizational skills, be fluent in English and Mandarin, and have a diploma or degree in a related field.

Qualifications

• Proven experience in administrative or coordinator role, preferably with L&D, insurance, or HR tasks.
• Fluency in English and Mandarin required.
• Ability to maintain confidentiality.

Responsibilities

• Assist in coordinating training programs and scheduling.
• Manage insurance policies and compliance.
• Handle work passes and liaise with external auditors.

Skills

Organizational skills

Communication

Problem-solving

Attention to detail

Education

Diploma or Bachelor's degree in Business Administration, Human Resources, Accounting or related field

Job description

About the job Admin Assistant (Based in Singapore)

Company Background:

We are representing a Singapore incorporated company namedSea Forrest, they are specializes in providing the marine and offshore industry with sustainability solutions. They are focus on providing their customers with innovative solutions so that they can meet their companies ESG (Environment, Sustainability and Governance) goals. The company has 2 main business units, providing solutions for the energy transition, and marine maintenance, repair and overhaul.

Job Description:

• Assist in coordinating and scheduling training programs, workshops, and seminars for employees.
• Track employee training records, ensuring that mandatory training is completed on time.
• Assist with administering and manage the company's insurance policies, acting as the primary point of contact for all insurance-related matters, including employee and corporate coverage.
• Liaise with insurance providers to ensure all policies, both corporate and employee-related, are up-to-date, addressing any issues and ensuring smooth policy administration. Assist with recruitment, onboarding, and compliance for local and foreign interns/apprentices.
• Handle work passes, visas, and regulatory requirements for foreign candidates.
• Assist in identifying, evaluating, and selecting IT service providers for server hosting, software development, and data security, and establish service agreements outlining responsibilities and expectations.
• Act as the primary point of contact with the IT service providers, ensuring smooth day-to-day communication, service support and issue resolution.
• Assist in implementing and maintaining ISO certification, ensuring compliance through documentation, internal audits, and training support.
• Liaise with external auditors and departments to facilitate audits, address non-conformities, and report on ISO performance metrics to management.
• Maintain accurate and organized filing systems for all documents.
• Minutes taking, prepare reports and presentations as needed by management.
• Manage and maintain executives calendars, including scheduling appointments, meetings, and coordinating logistics.
• Other ad-hoc duties as assigned.

Job Requirement:

• Diploma or Bachelor's degree in Business Administration, Human Resources, Accounting or a related field.
• Proven experience in an administrative or coordinator role, preferably with exposure to L&D, insurance, or HR-related tasks.
• Excellent organizational and multitasking skills.
• Strong communication skills (both written and verbal).
• Fluent in both English and Mandarin.
• Ability to generate professional minutes of meeting and presentations.
• Ability to handle sensitive information with discretion and maintain confidentiality.
• Strong problem-solving abilities and attention to detail.