Administrative Assistant

Jeff Supplies Pte Ltd; Singapore; On-site; SGD 29,000 - 47,000; Full time

Job summary

Jeff Supplies Pte Ltd in Singapore is seeking an organized Administrative and Operations Coordinator to manage daily office administration, data entry, correspondence, and HR-related tasks. You will support procurement, invoicing, and reception duties while coordinating cross-functional projects and process improvements.

The role involves maintaining records per Employment Act and CPF requirements, assisting onboarding, and coordinating project documentation and meetings.

Qualifications

• Diploma or Degree in Business Administration or related field; fresh graduates welcome.
• 1–3 years of admin/operations/coordination experience for experienced applicants.
• Proficient in MS Office; comfortable learning new systems and software.
• Strong organizational ability to multitask across operational and project work.
• Excellent written and spoken English.
• Prior exposure to project coordination or process improvement is a plus.

Responsibilities

• Handle daily office administration including document management, data entry, and filing.
• Manage correspondence, calls, emails, and calendar/meeting-room scheduling.
• Support procurement and ordering of office supplies and liaise with vendors.
• Maintain records per Employment Act and CPF documentation requirements.
• Assist HR admin such as leave, attendance, onboarding logistics.
• Prepare invoicing, purchase orders and expense claims.
• Front-desk duties: greet visitors and handle deliveries.
• Ensure inventory of equipment, facilities, and supplies is maintained.
• Support cross-functional projects like process improvements and digitalization.
• Coordinate project docs, timelines, and status with stakeholders.
• Assist in preparing project reports, meeting minutes, and presentation materials.
• Support new admin or HR systems testing and user documentation.
• Coordinate logistics and communications for project meetings.
• Participate in ad-hoc company initiatives and continuous improvement.

Skills

MS Office

Organizational skills

Communication skills

Multitasking

English proficiency

Education

Diploma or Degree in Business Administration or related field

Tools

Microsoft Office Suite

Vendor liaison tools

Job description

Part 1: Operational Responsibilities

• Handle daily office administration, including document management, data entry, and filing (physical and digital records).
• Manage correspondence, phone/email enquiries, and calendar or meeting-room scheduling.
• Support procurement and ordering of office and operational supplies, including basic vendor liaison.
• Maintain accurate records in line with Employment Act and CPF documentation requirements.
• Assist with HR-related administration, such as leave record-keeping, attendance tracking, and onboarding logistics for new hires.
• Prepare and process basic invoicing, purchase orders, and expense claims.
• Perform front-desk and reception duties, including greeting visitors and handling deliveries.
• Ensure office equipment, facilities, and supplies inventory are well maintained and replenished.

Part 2: Project-Based Responsibilities

• Support cross-functional projects such as process improvement initiatives and digitalization efforts (e.g. PSG/SkillsFuture-supported system rollouts).
• Coordinate project documentation, timelines, and status tracking across stakeholders.
• Assist in preparing project reports, meeting minutes, and presentation materials.
• Support the implementation of new administrative or HR systems, including testing and user documentation.
• Coordinate logistics and communications for project meetings and stakeholder updates.
• Participate in ad-hoc company initiatives and continuous improvement projects as assigned.

What We're Looking For

• Diploma or Degree in Business Administration, Management, or a related field — fresh graduates are welcome to apply.
• For experienced applicants: 1–3 years of relevant administrative, operations, or project coordination experience preferred.
• Proficient in Microsoft Office (Word, Excel, PowerPoint); comfortable learning new systems and software.
• Strong organizational skills with the ability to multitask across operational and project work.
• Good written and spoken communication skills in English.
• Meticulous, proactive, and able to work both independently and collaboratively within a team.
• Prior exposure to project coordination or process‑improvement work is an advantage but not required.