Administrative Assistant

WEICHAI SINGAPORE PTE. LTD.; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A notable company in Singapore is seeking a proactive Administrative Assistant to manage day-to-day administrative operations. The ideal candidate will have at least 2-3 years of experience in office administration or facilities management, excellent organizational skills, and the ability to handle multiple responsibilities effectively. This role includes office management, travel coordination, procurement, and administrative support to the management team.

Qualifications

• Minimum 2-3 years of experience in an office administrative or facilities management role.
• Ability to handle confidential information with discretion.

Responsibilities

• Oversee the smooth running of the office environment.
• Coordinate travel arrangements for employees and management.
• Manage the procurement of pantry supplies and office stationery.
• Provide administrative support to the management team.
• Coordinate with external vendors for office-related needs.

Skills

Strong organizational and time-management skills

Excellent communication skills, both written and verbal

High level of attention to detail

Proficient in MS Office Suite (Word, Excel, PowerPoint)

Ability to handle multiple tasks and prioritize effectively

Familiarity with expense management and travel booking systems

Ability to work independently with minimal supervision

Education

Bachelor’s degree in Business Administration or a related field

Job description

Administrative Assistant

We are seeking a highly organized and proactive Administrative Assistant with at least 2-3 years of experience to manage the day-to-day administrative operations of the office. The ideal candidate will be an independent, detail-oriented professional capable of handling office and facilities management, travel arrangements, supply procurement, and processing various claims for top management.

Key Responsibilities

Office & Facilities Management

• Oversee the smooth running of the office environment, ensuring it is well-maintained, organized, and fully operational.
• Coordinate office maintenance, including cleaning services, repairs, and managing office utilities.
• Liaise with building management for any issues relating to office infrastructure and facilities.

Travel & Accommodation Management

• Handle all hotel and air ticket bookings for employees and top management, ensuring arrangements are cost-effective and meet their preferences.
• Organize itineraries, provide travel documents, and ensure all travel needs are efficiently managed.

Procurement & Inventory Management

• Manage the procurement and replenishment of pantry supplies and office stationery.
• Maintain an organized inventory system to track supplies and equipment.

Administrative Support

• Provide administrative support to the management team, including scheduling meetings and coordinating logistics.
• Process personal claims for top management, ensuring timely and accurate submission of expense reports.
• Handle confidential documents and communications with discretion.

Other Ad-hoc Duties

• Coordinate with external vendors and service providers for any office-related needs (Pest control, Aircon servicing, Cleaning servicing etc).
• Submission of invoices for vendors’ services.
• Assist with event planning or team-building activities, as needed.
• Sending out of mass announcements if needed.
• M1 corporate line management (enrolling monthly data passports etc).
• Answering phone calls and opening the door for guests.
• Setting up of work desks for new hires & updating of seating arrangement plan.
• Writing of minutes for meetings.
• Arranging for name cards printing.

Qualifications

Education

• Bachelor’s degree in Business Administration or a related field is preferred.

Experience

• Minimum 2-3 years of experience in an office administrative or facilities management role.

Skills & Competencies

• Strong organizational and time-management skills.
• Ability to handle multiple tasks and prioritize effectively.
• Excellent communication skills, both written and verbal.
• High level of attention to detail.
• Ability to work independently with minimal supervision.
• Proficient in MS Office Suite (Word, Excel, PowerPoint).
• Familiarity with expense management and travel booking systems.
• Knowledge of office management procedures and systems.

Personal Attributes

• Proactive and resourceful.
• Ability to handle confidential information with discretion.
• A team player with a positive attitude.
• Flexible and adaptable to changing priorities.
• Able to work in a face paced environment.