Administrative Assistant

O'CONNOR'S SINGAPORE PTE LTD; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A leading administration services company in Singapore is seeking an Administrator to support various operations, including sales coordination and documentation management. The ideal candidate should be proficient in SAP and Microsoft Excel, possess strong communication skills, and be able to multitask in a fast-paced environment. This role requires meticulous attention to detail and the ability to work independently while adhering to company policies. A minimum diploma or equivalent is required for consideration.

Qualifications

• Able to deal with routine tasks and some complex tasks.
• Capable of identifying and resolving problems within guidelines.
• Effective verbal and written communication skills.

Responsibilities

• Provide administrative support to various lines of business.
• Schedule meetings and manage documentation.
• Coordinate sales orders and maintain records.
• Administer compliance with company policies.

Skills

Proficient in SAP system

Well-versed in Microsoft Excel

Meticulous and detail oriented

Proactive self-starter

Good time-management skills

Able to multitask

Work independently

Education

Minimum Diploma or its equivalent

Job description

Role Profile

This role will provide administration support to the various LOB in the Company with regard to the daily operations, project tenders and direct sales contracts amongst other duties, where applicable.

Key Responsibilities

• Work closely with various LOB to ensure the smooth-running of administrative operations
• Provide secretarial support, including meeting scheduling, filing, raising Debit Notes, issuing CDL for loan/demo items, and following up on sales returns.
• Ensure the smooth processing, documentation and follow up of Purchase Requests and Purchase Orders
• Sales coordination for Direct Sales, including accurate execution of sales orders, preparation of delivery and invoicing documents, and proper filing of all sales records.
• Provide administrative support in tender preparations
• Maintain TimeLive system (creating user account, job code and task) and extract Staff Utilization Report the system
• Perform role of Administrator for Fault Call Reporting System
• Provide administrative support in compliance and adherence to company policies; prepare, update, and maintain documents, reports, forms and records, ensuring proper filing and confidentiality.
• Cover duties for the Project Admin or Central Admin when required
• Perform any other ad-hoc duties as assigned
• Workplace Safety and Health (WSH) administration support
• Comply with the company’s Safe work procedures at all times

Competence (Knowledge, Skills and Abilities)

• Proficient in the use of SAP system
• Well-versed in Microsoft Office applications, primarily Excel
• Meticulous and detail oriented.
• Proactive self-starter with good time-management skills.
• Able to multitask and work independently in a fast-paced environment.

Requirements

• Able to deal with routine tasks and may perform tasks with some level of complexity
• Able to identify and resolve problems within established guidelines
• Works independently within guidelines, defined procedures and direction
• Good verbal and written communication, able to liaise effectively with internal teams and external contacts

Education & Experience

• Minimum Diploma or its equivalent