Administrative Assistant

Chinatown Business Association; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A community organization in Singapore is seeking a candidate for an office management role, which involves managing calendars, maintaining accurate tenancy records, and providing support for finance and HR functions. The ideal applicant should possess at least a year of experience in an administrative capacity and be proficient in Microsoft Office. Strong interpersonal skills and adaptability in a fast-paced environment are crucial. This position offers a diverse range of responsibilities and a supportive work environment.

Qualifications

• Minimum 1 year in office management or administrative support.
• Property, facilities, or front desk experience is advantageous.
• Proficiency in Microsoft Office (Excel, Word, PowerPoint).
• Strong interpersonal, analytical, and presentation skills are essential.
• Proactive, resourceful, and adaptable to fast-paced environments.

Responsibilities

• Manage calendars, prepare agendas, and take minutes for meetings.
• Maintain tenancy/license agreement files and ensure data accuracy.
• Support finance with compliance documentation and audits.
• Manage licenses and subscriptions for validity and renewals.
• Administer rental collections and handle tenant inquiries.
• Support event monitoring and reporting duties.
• Assist the Executive Director and HR with administrative tasks.

Skills

Office management experience

Microsoft Office proficiency

Interpersonal skills

Analytical skills

Presentation skills

Adaptability

Team player

Job description

Key Responsibilities

• Meeting Support: Manage calendars, prepare agendas, take minutes, and support management/exco meetings.
• Accurate Records: Maintain tenancy/license agreement files, reports, and tracking systems. Update and ensure membership data is accurate and current.
• Audit Support: Support Finance in compliance documentation and audit preparation.
• Licensing & Subscriptions: Ensure all licenses and subscriptions are valid, renewed, and up to date.
• Rental Income Collection: Administer rental and Giro collections, issue receipts, and liaise with Finance.
• Tenant Enquiries: Respond promptly to tenant enquiries and follow up on related matters.
• Event/Workshop Support: Monitor and generate reports on events/workshops.
• Secretariat Support: Assist the Executive Director.
• HR Support: Assist HR with attendance tracking and leave management
• Additional Duties: Any other ad hoc duties from time to time

Requirements

• Minimum 1 year in office management/administrative support; property/facilities/front desk experience advantageous.
• Proficiency in Microsoft Office (Excel, Word, PowerPoint); data tracking/reporting experience preferred.
• Strong interpersonal, analytical, and presentation skills; service-oriented with pleasant disposition.
• Proactive, resourceful, adaptable to fast-paced environments, and a strong team player.
• No quota for work pass application.