Administrative Assistant

IAQ ENGINEERING (SG) PTE. LTD.; Singapore; On-site; SGD 28,000 - 36,000; Full time

Job summary

IAQ ENGINEERING (SG) PTE. LTD. is seeking an Administrative Assistant to provide essential clerical and administrative support for the office in Singapore.

The role involves coordinating meetings, maintaining records, handling correspondence, and supporting multiple departments with various administrative tasks. You will manage onboarding-related IT preparation, filing systems, and document dispatch while ensuring confidentiality and accuracy across contracts, invoices, and company records.

Responsibilities

• Provide day-to-day administrative and clerical support for the office.
• Manage incoming calls, emails, and correspondence.
• Prepare IT equipment for onboarding employees.
• Maintain and update filing systems, databases, and records.
• Schedule appointments, meetings, and conference rooms.
• Monitor office supplies inventory and place orders when necessary.
• Coordinate office maintenance and liaise with vendors and service providers.
• Ensure office facilities are clean, organized, and functioning effectively.
• Handle courier services, mail distribution, and document dispatch.
• Assist in organizing company events, training sessions, and employee activities.
• Maintain accurate records of contracts, invoices, and company documents.
• Assist with data entry and report generation.
• Ensure confidentiality and proper handling of sensitive information.
• Assist with onboarding documentation for new employees.
• Perform other duties as assigned by management.

Job description

Job Summary

The Administrative Assistant provides administrative and clerical support to ensure the efficient operation of the office. The role involves managing daily office activities, coordinating meetings, maintaining records, handling correspondence, and supporting various departments with administrative tasks.

Key Responsibilities

Administrative Support

• Provide day-to-day administrative and clerical support for the office.
• Manage incoming calls, emails, and correspondence.
• Prepare IT equipment for onboarding employees.
• Maintain and update filing systems, databases, and records.
• Schedule appointments, meetings, and conference rooms.

Office Management

• Monitor office supplies inventory and place orders when necessary.
• Coordinate office maintenance and liaise with vendors and service providers.
• Ensure office facilities are clean, organized, and functioning effectively.
• Handle courier services, mail distribution, and document dispatch.

Meeting & Event Coordination

• Assist in organizing company events, training sessions, and employee activities.

Documentation & Record Keeping

• Maintain accurate records of contracts, invoices, and company documents.
• Assist with data entry and report generation.
• Ensure confidentiality and proper handling of sensitive information.

Cross-Functional Support

• Assist with onboarding documentation for new employees.
• Perform other duties as assigned by management.