ADMIN ASSISTANT

A4 International; Singapore; On-site; SGD 36,000 - 50,000; Full time

Job summary

A leading international firm in Singapore is looking for an Executive Administrative Assistant. This role involves a range of administrative functions including handling correspondence, managing documents, and overseeing payment processes. The ideal candidate will have at least 2 years of relevant experience, excellent communication abilities, and strong organisational skills. Join us to help support a dynamic team in a fast-paced environment.

Qualifications

• Minimum 2 years’ experience as an Executive Administrative Assistant or similar role.
• Full knowledge of office management systems and procedures.
• Basic bookkeeping and math skills.

Responsibilities

• Receive clients, guests, and service providers at the office.
• Maintain AGM Master List file for accurate dates.
• Handle deposits and manage payments.

Skills

Communication skills

Organisational skills

Interpersonal skills

Time management

Multitasking

Discretion with confidential information

Education

Diploma or above

Job description

Administrative Function

• Receive incoming calls and emails; take messages; respond appropriately, and route correspondence to the appropriate staff member.
• Receive clients, guests, and service providers at the office
• Opening and distribution of incoming mail
• Preparing and posting of outgoing mails
• Assist residents with booking of estate facilities via phone, walk-in, or web portal, and collect/handle payments and/or deposits
• Issuing of application form for residents’ move–in and move-out, renovation, access card, remote controls, etc, and prepare invoice and collect payment when necessary
• Applying/ opening/ lodging/transferring/renewing of an estate’s account, e.g., Utilities, broadband, phone, bank account.

Document Management

• Assist in compiling AGM/EOGM documents
• Print, label, and envelope AGM/EOGM documents timely
• Copy and file AGM/EOGM documents accordingly
• Prepare and arrange documents for the change of bank signatories
• Update the season parking and car park list and provide the list to the estates accordingly
• Maintain AGM Master List file to ensure the AGM/EOGM dates are accurately captured and make changes when necessary
• Prepare and arrange documents for the change of bank signatories
• Prepare, print, send out, filing of circular, letter, S47, etc

Payment and Invoice Management

• Keep track of deposits and return/release deposits when due

Ad-Hoc Duties

• Arrange with vendors for the collection of payment cheques
• Assist in folding, posting, distributing, and filing of billing statements
• Any other duties assigned

Requirements

• Diploma or above
• Minimum 2 years’ experience as an Executive Administrative Assistant, Senior Executive Assistant, or in another secretarial position
• Full knowledge of office management systems and procedures
• Basic bookkeeping and math skills
• Exemplary planning and time management skills
• Organised and able to work independently
• Strong interpersonal, organisational, and people management skills
• Ability to stay calm and on-task in high-stress situations
• Ability to multitask and prioritize daily workload
• Discretion with personal and confidential information
• Fluent in English
• Excellent communication skills