Administrative Assistant

GIG MISSIONS PTE. LTD.; Singapore; On-site; SGD 20,000 - 60,000; Part time

Job summary

A local company in Singapore seeks a highly organized and meticulous Part-Time Administrative Assistant. This role involves procurement, document management, and client communication. The ideal candidate is someone who can commit to a fixed 2-day schedule and possess exceptional organizational skills, attention to detail, and effective communication abilities. The position offers standard office hours and an opportunity for work-life balance.

Qualifications

• Prior experience in an administrative, clerical, or office support role is preferred but not essential.
• Experience with procurement or vendor management is a plus.
• Accounting knowledge is a plus but not a must.

Responsibilities

• Source and purchase office supplies and gifts.
• Maintain physical and digital filing systems.
• Monitor and respond to client emails promptly.
• Provide ad-hoc administrative support to team members.

Skills

Organizational Skills

Attention to Detail

Communication Skills

Tech Savvy

Reliability

Proactive & Independent

Education

Minimum GCE 'N' / 'O' Levels or equivalent

Tools

Microsoft Office Suite

Cloud Storage (Google Drive, Dropbox)

Job description

Job Overview

We are seeking a highly organized, reliable, and meticulous Part-Time Administrative Assistant to join our team. This role is perfect for a individual seeking a genuine work-life balance, such as a student, a parent, or a semi-retiree, who can commit to two fixed days per week. The successful candidate will be the backbone of our office operations, ensuring smooth administrative functioning through efficient purchasing, meticulous document management, and professional client communication.

Key Responsibilities

1. Procurement and Purchasing:

• Source and purchase gifts, office supplies, equipment, and other necessary items as directed.
• Obtain and compare quotes from vendors to ensure cost-effectiveness.
• Manage low-value procurement processes and maintain records of purchases.
• Coordinate with suppliers regarding delivery schedules and any order discrepancies.

2. Document Management:

• Scanning: Operate scanning equipment to digitize physical documents, letters, and contracts.
• Filing: Maintain both physical and digital filing systems, ensuring all documents are accurately labeled, sorted, and stored for easy retrieval.
• Organization: Ensure the office's physical and electronic records are kept up-to-date, confidential, and in compliance with company policies.

3. Client Communication:

• Email Management: Monitor and respond to client emails promptly and professionally, redirecting complex queries to the appropriate team member when necessary.
• Message Handling: Reply to client inquiries received via other channels (e.g., WhatsApp, contact form on website) in a courteous and helpful manner.
• Communication Logging: Update client records and internal systems with notes from interactions to ensure continuity.

4. General Administrative Support:

• Provide ad-hoc administrative support to team members as required on your working days.
• Assist with basic data entry and the preparation of simple reports or correspondence.
• Help in maintaining a tidy and organized office environment.

Person Specification

Qualifications & Experience:

• Minimum GCE 'N' / 'O' Levels or equivalent.
• Prior experience in an administrative, clerical, or office support role is preferred but not essential.
• Experience with procurement or vendor management is a plus.

Skills & Competencies:

• Organizational Skills: Exceptional ability to prioritize tasks, manage time effectively, and maintain order in a fast-paced environment.
• Attention to Detail: Meticulous and accurate in all aspects of work, from filing to communication.
• Communication Skills: Excellent written and spoken English; ability to communicate professionally and clearly with clients and colleagues.
• Tech Savvy: Proficient in Microsoft Office Suite (especially Word, Excel, and Outlook). Familiarity with cloud storage (e.g., Google Drive, Dropbox) and basic office equipment (scanner, printer).
• Reliability: Punctual, dependable, and able to commit consistently to the fixed 2-day schedule.
• Proactive & Independent: A self-starter who can work with minimal supervision and take initiative to solve problems.
• Accounting knowledge is a plus but not a must.

Working Conditions & Schedule

• Days: A fixed 2 days per week. The specific days are to be mutually agreed upon and fixed upon hiring.
• Hours: Standard office hours on those days (e.g., 9:00 AM - 6:00 PM), with a one-hour lunch break.
• This is a part-time position.
• Work location is primarily on-site at our office in home office above Jurong Point (Boon lay), Commonwealth Lane and Clients place.

We thank all applicants for their interest, but only shortlisted candidates will be contacted.