ADMIN CLERK

HI-TECH MARINE & OFFSHORE PTE. LTD.; Singapore; On-site; SGD 31,000 - 40,000; Full time

Job summary

HI-TECH MARINE & OFFSHORE PTE. LTD. is seeking an organized Office Administrator to greet visitors, answer and direct calls, and coordinate inquiries from sales reps to keep office operations smooth across departments.

The role covers administrative duties from generating memos and distributing documents to updating spreadsheets, scheduling meetings, booking travel, and maintaining filing systems; you will also supervise junior staff and ensure timely communication.

Qualifications

• Greet office visitors
• Answer and direct phone calls
• Field inquiries from sales representatives
• Generate and distribute memos, letters, spreadsheets, forms, and faxes
• Sort and distribute incoming mail
• Prepare and send invoices
• Maintain client databases
• Track accounts
• Assist with production orders and internal documents
• Update spreadsheets used by accounting, production, and field services
• Schedule and track meetings and appointments
• Book flights and handle travel logistics
• Coordinate office procedures
• Reply to inquiries by email, phone, or in person
• Develop and update administrative systems
• Resolve administrative problems
• Receive, sort, and distribute mail
• Answer telephone calls and pass them on
• Manage staff appointments
• Oversee and supervise junior staff
• Maintain up-to-date employee holiday records
• Coordinate repairs to office equipment

Responsibilities

• Greeting visitors and directing inquiries to appropriate staff
• Answering and routing phone calls to the correct departments
• Generating and distributing office documents and invoices
• Maintaining and updating client databases and spreadsheets
• Coordinating travel arrangements and meeting schedules
• Supervising junior staff and coordinating repairs to equipment
• Ensuring efficient administrative procedures and problem resolution
• Managing mail distribution and communications

Job description

• Greet office visitors, answer and direct phone calls, field inquiries from sales representatives, and maintain office efficiency by arranging repairs
• Perform a variety of administrative duties, such as generating and distributing memos, letters, spreadsheets, forms, and faxes, and sorting and distributing incoming mail
• Prepare and send invoices, maintain client databases, track accounts, and assist with copying and distributing production orders and other internal documents
• Update spreadsheets used by accounting, production, and field services
• Schedule and track meetings and appointments, book flights, and handle travel logistics
• Coordinate office procedures
• Reply to email, telephone, or face to face inquiries
• Develop and update administrative systems to make them more efficient
• Resolve administrative problems
• Receive, sort, and distribute the mail
• Answer telephone calls and pass them on
• Manage staff appointments
• Oversee and supervise the work of junior staff
• Maintain up-to-date employee holiday records
• Coordinate repairs to office equipment