Admin Assistant (Front Desk & Operations)

Counselling and Care Centre; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A local healthcare centre in Singapore seeks an Admin Assistant to manage front desk duties and provide operational support. This dynamic role requires at least 2 years of experience in client-facing environments and strong interpersonal skills. Ideal candidates should be proficient in MS Office and CRM systems. The position is vital for creating a welcoming experience for clients and maintaining operational efficiency.

Qualifications

• Minimum 2 years of experience in a reception or office coordination role preferred.
• Strong understanding of confidentiality in a therapeutic setting.
• Excellent communication skills, both verbal and written.

Responsibilities

• Greet clients and visitors with warmth.
• Manage daily front desk duties including scheduling.
• Oversee cleanliness and presentation of common areas.
• Support Clinical Director with routine reports.
• Coordinate catering for internal events.

Skills

Organisational skills

Interpersonal communication

Computer literacy

Proactive mindset

Tools

MS Office

CRM systems

Job description

Overview

We are seeking a capable and emotionally intelligent Admin Assistant to join our Centre. This role combines front desk responsibilities with operational support, making it ideal for someone who thrives in a dynamic, client-facing environment.

As the first point of contact, this role is key in creating a calm, safe, and professionally managed reception experience and is well suited for individuals with excellent organisational skills, strong interpersonal communication, and a proactive, solutions-oriented mindset.

Working hours

• Tuesday, Thursday, and Friday: 9.00 a.m. to 6.00 p.m.
• Monday and Wednesday: 12.30 p.m. to 8.30 p.m.

Key Responsibility Areas

Front Desk Duties

• Greet clients and visitors with warmth and professionalism;
• Manage daily front desk duties including phone and email enquiries, appointment scheduling, and client correspondence systemically on the CRM system;
• Process fee payments;
• Provide general administrative support;
• Support the Clinical Director with routine report preparations.

Operational Duties

• Oversee the cleanliness, presentation, and readiness of common areas;
• Manage inventory and place orders for office;
• Liaise with vendors to ensure timely resolution of maintenance and facility issues;
• Support compliance with safety, access, and security protocols;
• Provide basic AV system troubleshooting and liaise with vendors where necessary;
• Coordinate catering and refreshments for internal events and meetings.

Ad-hoc Duties

• Provide occasional support for internal events, meetings, including preparation of materials, setting up spaces etc.;
• Assist with short-term administrative tasks such as data entry etc.;
• Provide support to colleagues during absences or peak periods.

Experience

Minimum 2 years of experience in a reception, office coordination, or facilities support role (ideally within healthcare, wellbeing, or client-facing setting) is preferred.

Skills

• Good computer literacy, including confidence with email systems, online calendars, spreadsheets, and CRM systems;
• Good with MS Office;
• Strong understanding of professional boundaries and the importance of confidentiality in a therapeutic setting.

Competencies

• Excellent communicator with warmth, clarity, and respect, both verbally and in writing;
• Able to manage multiple priorities while maintaining a high standard of detail and follow-through;
• Anticipates needs, takes initiative, and resolves issues efficiently;
• Genuinely invested in creating a welcoming, supportive experience for every individual;
• Remains calm and capable in the face of change or unexpected challenges;
• Ability to work onsite during agreed hours, with punctuality and consistency.