Admin Assistant

Tai Chong Kok; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A company in Singapore is seeking an Administrative Assistant skilled in HACCP documentation. Responsibilities include filing, data entry, and supporting audits. The ideal candidate must have a diploma, fluency in English and Mandarin, and a proactive approach to problem-solving. Familiarity with Microsoft Office and Adobe Illustrator is beneficial.

Qualifications

• Minimum of 1 year in an administrative role.
• Direct experience in HACCP documentation and compliance is a plus.
• Certification in HACCP training is a plus.

Responsibilities

• Manage filing systems, update records, and organize documentation.
• Assist in creating and editing documents, presentations, and spreadsheets.
• Input and update data in company systems, ensuring accuracy and timeliness.
• Maintain up-to-date records of all HACCP-related documents.
• Assist in internal and external HACCP audits.
• Stay updated with changes in food safety regulations.
• Provide general support to other staff as needed.

Skills

Fluent in both English and Mandarin

Strong organizational skills

Solid written and verbal communication abilities

Proficiency in Microsoft Office Suite

Basic usage of Adobe Illustrator

Proactive approach to problem-solving

Ability to work independently

Ability to work collaboratively

Education

Diploma or equivalent

Associate’s or Bachelor’s Degree

Job description

Key Responsibilities:

1. General Office Tasks: Manage filing systems, update records, and organize documentation.
2. Communication: Answer phones, direct calls, take messages, and liaise with internal departments
3. Document Preparation: Assist in creating and editing documents, presentations, and spreadsheets.
4. Data Entry: Input and update data in company systems, ensuring accuracy and timeliness.
5. Reports: Generate regular and ad hoc reports as required.
6. HACCP Documentation: Maintain up-to-date records of all HACCP-related documents, including process flow diagrams, hazard analyses, and CCP records.
7. Audit Assistance: Assist in internal and external HACCP audits, ensuring all necessary documents are accessible and up-to-date.
8. Communication: Liaise with suppliers, health inspectors, and internal departments regarding HACCP compliance and related concerns.
9. Continuous Improvement: Stay updated with changes in food safety regulations and suggest improvements to existing processes.
10. Support: Provide general support and assist other staff as needed.

Required Qualifications & Skills:

1. Diploma or equivalent. An Associate’s or Bachelor’s Degree is a plus.
2. Fluent in both English and Mandarin
3. A minimum of 1 year in an administrative role, and direct experience in HACCP documentation and compliance is a plus
4. Certification in HACCP training is a plus
5. Proficiency in Microsoft Office Suite
6. Basic usage of Adobe Illustrator
7. Strong organizational skills with meticulous attention to detail.
8. Solid written and verbal communication abilities.
9. A proactive approach to problem-solving and a strong sense of initiative.
10. Ability to work independently and collaboratively within a team environment