Administrative Assistant

Assure Academy Pte. Ltd.; Singapore; On-site; SGD 27,000 - 40,000; Full time

Job summary

Assure Academy Pte. Ltd. in Singapore is seeking a detail-oriented Admin Assistant to support our training operations and ensure administrative processes run accurately and efficiently.

This role focuses on invoicing, attendance tracking, document management, and certificate handling within a fast-paced training environment. You will work full-time (5 days) with flexible half-day options, based near Bright Hill MRT, and start immediately.

Qualifications

• Strong attention to detail and accuracy.
• Good organisational and time-management skills.
• Proficiency in Microsoft Office (Excel/Word).
• Immediate starters preferred.

Responsibilities

• Prepare and issue training-related invoices to clients and internal departments.
• Maintain proper records of invoices and related documentation.
• Track and verify trainee attendance for each training session.
• Collect, review, and record assessment results for reporting and certification purposes.
• Scan, organise, file, and maintain training documents; ensure confidentiality.
• Access training partner portals to download certificates and distribute them as required.
• Provide administrative support for training programmes and daily operations.

Skills

Attention to detail

Time management

Communication skills

Teamwork

Independent worker

Tools

Microsoft Office

Microsoft Excel

Microsoft Word

Job description

The Opportunity

We are looking for a detail-oriented and organised Admin Assistant to support our training operations and ensure that administrative processes are handled accurately and efficiently.

Working Days: Monday to Friday (5 working days)

Working Hours: 8:30 AM – 5:30 PM

Work Arrangement: Full-time / Half-day options available

Location: Sin Ming Lane

Nearest MRT: Bright Hill MRT

Preferred Start Date: Immediate

Job Responsibilities

1. Invoice Processing

• Prepare and issue training-related invoices to clients and internal departments.
• Ensure invoices are accurate and sent out in a timely manner.
• Maintain proper records of invoices and related documentation.

2. Attendance & Assessment Records

• Track and verify trainee attendance for each training session.
• Ensure attendance records are complete and accurately maintained.
• Collect, review, and record assessment results for reporting and certification purposes.
• Follow up on any missing or incomplete attendance or assessment records.

3. Document Management

• Scan, organise, file, and maintain physical and digital training documents.
• Ensure documents are properly stored and easily accessible when required.
• Maintain confidentiality and comply with company data protection policies.

4. Certificate Handling

• Access training partner portals/gateways to download training certificates.
• Organise and maintain certificate records.
• Distribute certificates to trainees or clients as required.
• Follow up on any missing or pending certificates.

5. General Administrative Support

• Provide administrative support for training programmes and daily operations.
• Assist with scheduling, record keeping, data entry, and correspondence.
• Support the team with other administrative tasks as assigned.

Requirements

• Strong attention to detail and accuracy is essential.
• Good organisational and time-management skills.
• Intermediate computer skills with proficiency in Microsoft Office, particularly Microsoft Excel and Word.
• Able to work independently as well as in a team.
• Good communication and coordination skills.
• Responsible, reliable, and willing to learn.
• Immediate starters are preferred.

What We Offer

• Monday to Friday, 5-day work week.
• Convenient location near Bright Hill MRT.
• Full-time and half-day work arrangements available.
• Opportunity to gain experience in training administration and operations.