Admin Support Officer (Working location in Singapore)

VIBTECH GENESIS PTE LTD; Singapore; On-site; SGD 28,000 - 42,000; Full time

Job summary

VIBTECH GENESIS PTE LTD is seeking a proactive Admin Support Officer to strengthen our Singapore/Malaysia team. You will manage sales invoicing, billing support and core administrative tasks to keep day-to-day operations smooth.

The role requires a Diploma in Engineering or Business Administration, strong MS Office skills, and excellent organizational and communication abilities. You will work independently and as part of a collaborative team to meet deadlines.

Qualifications

• Diploma qualification in Engineering, Business Administration, or related field.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong organizational and time management skills.
• Ability to work under deadlines and with minimal supervision.
• Excellent verbal and written communication skills.
• Ability to start work on short notice.

Responsibilities

• Register the Company as an approved Vendor and manage partner portals.
• Arrange with Store on goods delivery and/or shipment documentation.
• Cross-check order details and maintain clean up-to-date customer records in the internal database.
• General and issue accurate, timely sales invoices to clients upon job or project completion.
• Monitor accounts receivable and follow up with clients regarding outstanding or delayed payments.
• Serve as the main operational contact for clients regarding their order status, delivery timelines, and general enquiries.
• Assist to plan, schedule, and organize Company training sessions, workshops, and certification programs.
• Manage training inquiries, process enrolments, track registration lists, send out confirmation details, and issue training certificates upon completion
• Coordinate training logistics, prepare materials, set up equipment, and ensure venue is prepared.
• Send out confirmation details, pre-course joining instruction, and post training feedback forms to participants.
• Perform any other administrative support as assigned by Management to ensure smooth daily operations.

Skills

Strong organizational skills

Time management

Verbal communication

Written communication

Self-driven

Teamwork

Problem-solving

Deadline-oriented

Education

Diploma in Engineering or Business Administration

Tools

MS Office Suite

Job description

We are seeking a proactive and detail-oriented Admin Support Officer to join our growing team. In this role, you will play a crucial part in supporting our day-to-day business, with a primary focus on managing sales invoicing, billing support and core administrative activities for both Singapore/Malaysia Market

What you'll be doing

1.Company Billing & Finance Support

• Register the Company as an approved Vendor and manage partner portals.
• Arrange with Store on goods delivery and/or shipment documentation.
• Cross-check order details and maintain clean up-to-date customer records in the internal database.
• General and issue accurate, timely sales invoices to clients upon job or project completion
• Monitor accounts receivable and professionally follow up with clients regarding outstanding or delayed payments.
• Serve as the main operational contact for clients regarding their order status, delivery timelines, and general enquiries.

2. Training & Administration

• Assist to plan, schedule, and organize Company training sessions, workshops, and certification programs.
• Manage training inquiries, process enrolments, track registration lists, send out confirmation details, and issue training certificates upon completion
• Coordinate training logistics, prepare physical or digital training materials, set up required equipment, and ensure venue is fully prepared.
• Send out confirmation details, pre-course joining instruction, and post training feedback forms to participants.
• Perform any other administrative support as assigned by Management to ensure smooth daily operations.

What we're looking for

• Min Diploma qualification in Engineering, Business Administration, or related field.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong organizational and time management skills.
• Ability to work effectively under deadlines.
• 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.
• Ability to start work within a short notice period is preferred.