Admin Assistant

IWA DESIGN PTE LTD; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A design firm located in Singapore is looking for a skilled administrative professional to assist with various tasks including human resources support, managing correspondence for executives, and organizing office materials. The ideal candidate should have proven experience in administrative roles and strong organizational skills. This full-time position offers an opportunity to work in a dynamic environment with a collaborative team.

Qualifications

• Experience in administrative support roles.
• Strong organizational and multitasking skills.
• Proficient in MS Office applications.

Responsibilities

• Assist HR with staff leave process and expenses.
• Prepare quotations, contracts, and tender submissions.
• Manage daily paperwork and emails for MD and ED.

Job description

Administrative roles:

• Assist HR with staff leave process, expenses and reimbursement.
• Preparation of basic quotations, contracts and tender submissions.
• Assist team on correspondence and delivery schedules.
• Sourcing, ordering and delivering of project related materials.
• Record minutes of meetings and prepare emails, faxes, correspondence, memos, etc.
• Manage and maintain office stationeries and pantry supplies
• To assist and work together with ISO team
• To manage and maintain good housekeeping of the entire office together with Admin Manager
• To handle and managed oversea courier services
• To handle phone queries and attend to guests
• Provide administrative and clerical support to HR/Admin manager
• To maintain and manage office equipment
• Ad hoc admin duties assigned by Directors or HODs

PA roles:

• Co-ordinate and manage MD and EDs’ daily paperwork, emails and claims.
• Organize seminars and travel arrangement, hotels and travel expenses report for MD and ED.
• Prepare presentation materials for MD and ED including tender documents with respective team members.
• Manage phone and emails correspondence for MD and ED
• Manage and arrange appointments with internal and external parties
• Manage and spearhead company’s events and activities with team / committee from planning to execution and completion.
• Managing and reviewing filing system and archives.
• Ad hoc duties assigned by MD and ED.