Admin Executive (3 months contract)

Jurong Port; Singapore; On-site; SGD 22,000 - 31,000; Full time

Job summary

Jurong Port is seeking a Records Assistant to conduct a systematic inventory of documents and archives, classify items, and locate storage positions. You will record metadata, maintain accurate spreadsheets, and organize files for easy retrieval.

The role requires meticulous attention to detail, independence, and strong written and verbal communication. You will support retention, digitisation, or disposal reviews and assist with office relocation tasks while upholding confidentiality.

Qualifications

• Minimum GCE 'O' Level, Diploma, or equivalent qualification.
• Strong attention to detail and accuracy.
• Good organizational and record-keeping skills.
• Proficient in Microsoft Excel and Microsoft Office applications.
• Ability to handle large volumes of documents systematically and efficiently.
• Able to work independently with minimal supervision.
• Good written and verbal communication skills.

Responsibilities

• Conduct a systematic inventory and stocktake of documents and archives.
• Review document details such as title, type, year, owner, and location.
• Record inventory information into spreadsheets or tracking systems.
• Organise and label files, boxes and storage locations for retrieval.
• Verify information and resolve discrepancies with relevant departments.
• Assist in categorising documents for retention, archiving, digitisation or disposal.
• Maintain confidentiality and handle sensitive information appropriately.
• Provide periodic progress updates and inventory status reports.
• Support other records management and relocation tasks as assigned.

Skills

Attention to detail

Organizational skills

Written and verbal communication

Independent with minimal supervision

Education

GCE 'O' Level or Diploma

Tools

Microsoft Excel

Microsoft Office

Job description

The Job

• Conduct a systematic inventory and stocktake of physical documents, files, records, and archives.
• Review and identify document details, including:
  • Document title/name
  • Document type (e.g., drawings, contracts, agreements, reports, manuals, correspondence, certificates, etc.)
  • Year or date of issue
  • Department or owner (where applicable)
  • Physical storage location
  • Other relevant metadata as required
• Record inventory information accurately into spreadsheets or designated tracking systems.
• Organise and label files, boxes, and storage locations to facilitate retrieval and tracking.
• Verify document information and resolve discrepancies through cross-checking and consultation with relevant departments.
• Assist in categorizing documents for retention, archiving, digitisation, or disposal review.
• Maintain confidentiality and handle sensitive or proprietary information appropriately.
• Provide periodic progress updates and inventory status reports.
• Support other administrative tasks related to records management and office relocation activities as assigned.

The Requirements

• Minimum GCE 'O' Level, Diploma, or equivalent qualification.
• Strong attention to detail and accuracy.
• Good organizational and record-keeping skills.
• Proficient in Microsoft Excel and Microsoft Office applications.
• Ability to handle large volumes of documents systematically and efficiently.
• Able to work independently with minimal supervision.
• Good written and verbal communication skills.