ADMINISTRATIVE ASSISTANT

HA ACADEMY (FORMERLY HIGH ACHIEVERS) PTE. LTD.; Singapore; On-site; SGD 30,000 - 45,000; Full time

Job summary

A local educational firm in Singapore is seeking a detail-oriented individual to provide administrative, procurement, and operational support. The role involves coordination with vendors, maintaining documentation, and ensuring smooth office operations. Candidates should possess strong organizational skills and be proficient in Google Workspace and Microsoft Office. Experience in an administrative support role is preferred.

Qualifications

• Detail-oriented and proactive individual.
• Prior experience in administrative or operational support role preferred.
• Ability to coordinate with team and vendors.

Responsibilities

• Assist in the preparation of ITQ supporting documents.
• Maintain proper records of submitted documents.
• Liaise with vendors for incoming orders.
• Assist in meeting minutes as needed.
• Maintain pantry and office cleanliness.

Skills

Strong organizational and multitasking skills

Proficient in Google Workspace

Proficient in Microsoft Office

Good communication skills

Interpersonal skills

Ability to work independently

Familiarity with procurement processes

Prior experience in administration

Tools

Google Workspace

Microsoft Office (Word, Excel, PowerPoint)

Canva

Job description

Job Description & Requirements

We are seeking a detail-oriented and proactive individual to support administrative, procurement, and operational functions. The ideal candidate will assist various departments, coordinate with vendors, maintain documentation, and support daily office operations to ensure smooth workflow and timely execution of tasks.

Key Responsibilities:

1. Documentation Support

• Assist in the preparation and submission of Invitation to Quote (ITQ) supporting documents.
• Regularly update and maintain ITQ-related files and templates for accuracy and completeness

2. Client & Compliance Coordination

• Send supporting documents to clients when required.
• Maintain proper records of submitted documents and ensure compliance with client requirements
• Reply client in group chat when necessary.

3. Vendor Management

• Liaise with vendors and suppliers for incoming orders from the team.
• Source and compare quotes for required goods and services.
• Place orders upon approval and ensure timely delivery and coordination.

4. Administrative Support

• Assist in minutes during meetings as needed.
• Handle ad hoc administrative requests from team leads or supervisors.
• Create and maintain templates (e.g., evaluation presentation or client, checklists, reports) upon request.

5. Pantry & Office Maintenance

• Check pantry supplies regularly and restock items from the storage cabinet.
• Purchase additional supplies from external stores when necessary (e.g., running errands to nearby shops).
• Maintain overall cleanliness and organization of the pantry and shared office spaces.
• Ensure the office environment remains tidy, welcoming, and well-stocked at all times.

Qualifications & Skills:

• Strong organizational and multitasking skills.
• Proficient in Google Workspace, Microsoft Office (Word, Excel, PowerPoint) and Canva.
• Good communication and interpersonal skills.
• Able to work independently and as part of a team.
• Familiarity with procurement processes and vendor communication is a plus.
• Prior experience in an administrative or operational support role preferred.