ADMINISTRATIVE ASSISTANT

TARA CONSTRUCTION PTE. LTD.; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A construction company in Singapore is seeking an experienced Administrative Assistant to manage office operations. Responsibilities include managing supplies, assisting with onboarding, and providing support to management. The ideal candidate has at least 2 years of experience in an administrative role, strong organizational skills, and proficiency in Microsoft Office. This is a full-time position offering a dynamic work environment.

Qualifications

• Proven experience (typically 2+ years) in an administrative assistant or office assistant role.
• Excellent written and verbal communication skills.
• Willingness to learn new systems and adapt to changing priorities.

Responsibilities

• Manage and maintain office supplies inventory.
• Assist with the onboarding of new employees.
• Prepare, edit, and proofread documents and correspondence.
• Schedule and coordinate meetings and travel arrangements.
• Provide direct administrative support to management.

Skills

Proficiency in Microsoft Office Suite

Excellent Communication Skills

Organizational & Time Management Skills

Attention to Detail

Problem-Solving Skills

Education

Associate's or Bachelor's degree in Office Management

Tools

Office management software (e.g., Asana, Trello, Slack)

Job description

Key Responsibilities:

• Office Administration:
  Manage and maintain office supplies inventory, placing orders as needed.
  Oversee incoming and outgoing mail, packages, and deliveries.
  Maintain a tidy and organized office environment, including common areas and meeting rooms.
  Coordinate office equipment maintenance and repairs (e.g., printers, copiers).
  Assist with the onboarding of new employees, including workstation setup and initial orientation.
  Manage and organize physical and electronic filing systems.
• Clerical Support:
  Prepare, edit, and proofread documents, reports, presentations, and correspondence.
  Perform data entry and maintain accurate records.
  Photocopy, scan, and file documents as required.
  Assist with basic accounting tasks, such as processing invoices, expense reports, or petty cash, if applicable.
• Communication & Coordination:
  Answer and direct phone calls, taking messages as necessary.
  Greet and assist visitors in a professional and courteous manner.
  Schedule and coordinate meetings, appointments, and travel arrangements.
  Prepare meeting agendas, take minutes, and distribute meeting materials.
  Act as a liaison between departments or with external stakeholders as needed.
• Support to Management:
  Provide direct administrative support to [Specify individuals or teams, e.g., "senior management," "the Sales Department"].
  Assist with special projects and initiatives as assigned.
  Conduct basic research and compile information as requested.
• Other Duties:
  Perform ad-hoc administrative tasks as required to support the smooth operation of the business.
  Maintain confidentiality of sensitive information.

Requirements:

• Education & Experience:
  Associate's or Bachelor's degree in Office Management, or related field preferred.
  Proven experience (typically 2+ years) in an administrative assistant, office assistant, or similar role.
• Skills & Competencies:
  Proficiency in Microsoft Office Suite: Expert level in Word, Excel, PowerPoint, and Outlook is essential.
  Excellent Communication Skills: Both written and verbal, with a professional and articulate demeanor.
  Organizational & Time Management Skills: Superior ability to prioritize tasks, manage multiple projects, and meet deadlines in a fast-paced environment.
  Attention to Detail: Meticulous and accurate in all work performed.
  Proactive & Resourceful: Ability to anticipate needs and take initiative to solve problems.
  Interpersonal Skills: Friendly, professional, and able to interact effectively with diverse individuals at all levels.
  Problem-Solving Skills: Ability to identify issues and propose effective solutions.
  Discretion & Confidentiality: Ability to handle sensitive information with the utmost discretion.
  Adaptability: Willingness to learn new systems and adapt to changing priorities.
• Technical Aptitude (Desired, but not always required):
  Familiarity with office management software (e.g., Asana, Trello, Slack) is a plus.
  Basic knowledge of video conferencing tools (e.g., Zoom, Microsoft Teams).

Physical Requirements:

• Ability to sit for extended periods.
• Able to work Late night work.
• Occasional lifting of office supplies.
• Manual dexterity to operate computer and office equipment.