Admin Support Officer

VIBTECH GENESIS PTE. LTD.; Singapore; On-site; SGD 24,000 - 36,000; Full time

Job summary

VIBTECH GENESIS PTE. LTD. is seeking a proactive Admin Support Officer to join our team in Singapore. You will handle invoices, AR follow-ups, and sales administration while supporting client communications and order coordination.

The role requires 1+ year of relevant experience, strong MS Office skills, and familiarity with XERO. You will work with the service support manager and coordinate client training, ensuring accuracy and timeliness in a fast-paced environment.

Qualifications

• Minimum 1 year of relevant working experience.
• Proficiency in Microsoft Office Applications (Word, Excel, PowerPoint, Outlook) and XERO accounting software.

Responsibilities

• Prepare accurate and timely invoices for clients.
• Assist in managing accounts receivable and follow up on outstanding payments.
• Provide sales administrative support, including prepare quotations, following up with clients about orders and delivery, checking invoices, data entry and maintaining customer records.
• Collaborate with the service support manager for customer support activities.
• Coordinate training sessions for clients, ensuring smooth arrangements and logistics.
• Handle general office administrative duties such as managing correspondence, scheduling appointments, and maintaining office supplies.
• Maintain compliance with ISO9001 and ISO45001 standards in daily work.
• Work independently and as part of a team, collaborating with colleagues to ensure smooth operations.
• Maintain confidentiality of sensitive information and adhere to company policies and procedures.

Skills

Microsoft Office

Communication

Organization

Time management

Detail-oriented

Multi-tasking

Education

Diploma/Degree in Engineering / Business Admin or related field

Tools

XERO

Job description

We are looking for a proactive, detail-oriented Admin Support Officer to join our team.

Job Description & Requirements:

What you'll be doing

• Prepare accurate and timely invoices for clients.
• Assist in managing accounts receivable and follow up on outstanding payments.
• Provide sales administrative support, including prepare quotation, following up with clients about orders and delivery, checking invoices, data entry and maintaining customer records.
• Collaborate with the service support manager for customer support activities.
• Coordinate training sessions for clients, ensuring smooth arrangements., ensuring all logistical arrangements are in place.
• Handle general office administrative duties such as managing correspondence, scheduling appointments, and maintaining office supplies.
• Maintain compliance with ISO9001 and ISO45001 standards in daily work.
• Work independently and as part of a team, collaborating with colleagues to ensure smooth operations.
• Maintain confidentiality of sensitive information and adhere to company policies and procedures.

What we're looking for

• Diploma/Degree qualification in Engineering, Business Administration, or related field.
• Minimum 1 years of relevant working experience.
• Proficiency in Microsoft Office Applications (eg. Word, Excel, PowerPoint, Outlook) and XERO accounting software.
• Strong organizational and time management skills.
• Ability to work effectively under deadlines.
• Ability to communicate effectively with senior management, clients and internal stakeholders.
• Ability to multi-task and prioritize effectively in a fast-paced environment.
• Self-driven and able to work under minimal supervision, taking initiative to complete tasks.
• Excellent verbal and written communication skills.
• Able to work both independently and collaboratively in a team environment.
• Strong problem-solving skills and the ability to adapt to changing priorities.
• Experience with technical specifications and contracts would be an added advantage.

We appreciate all applicants for your interest. Please note that only those selected for an interview will be contacted.