Administrative Assistant

AIR ENERGI GROUP SINGAPORE PTE. LTD.; Singapore; On-site; SGD 35,000 - 52,000; Full time

Job summary

AIR ENERGI GROUP SINGAPORE PTE. LTD. is seeking an Administration Assistant to provide administrative and procurement support in a laboratory and maintenance environment.

You will coordinate procurement activities, vendor management, document control, and invoice processing while ensuring compliance with internal audit and operational requirements. The role requires attention to detail, strong organizational and communication skills, and the ability to work independently or with a team.

Qualifications

• Experience or working knowledge of SAP and P2P processes preferred.
• High accuracy and compliance awareness.
• Strong organizational and administrative skills.
• Effective communication and stakeholder coordination.
• Proactive and adaptable, able to work independently or in a team.

Responsibilities

• Raise PR requests via SharePoint and coordinate with Procurement.
• Support purchasing, billing, and payment through SAP and other platforms.
• Coordinate and process badges for contractors, vendors, visitors.
• Manage withholding tax documents when required.
• Follow up with vendors after PO issuance and coordinate site visits.
• Schedule vendor visits with the Maintenance & Calibration (M&C) team.
• Verify POs have balances and top up as needed.
• Process DOs with Warehouse for GR; resolve GR discrepancies.

Skills

Attention to detail

Organizational skills

Communication

Proactive mindset

Independent work

Team collaboration

Tools

SAP

Purchase-to-Pay (P2P)

Job description

Administration Assistant

Location: Singapore

Working Hours: 5 Days per Week | 40 Hours per Week

About the Role

We are seeking a detail-oriented and proactive Administration Assistant to provide administrative and procurement support within a laboratory and maintenance environment. The successful candidate will play a key role in coordinating procurement activities, vendor management, document control, and invoice processing while ensuring compliance with internal audit and operational requirements.

Key Responsibilities

• Raise Purchase Requisition (PR) requests through SharePoint and coordinate with the Procurement team.
• Support purchasing, billing, and payment activities through SAP, EzyPay, Evolve, and other procurement platforms.
• Coordinate and process T-Badges and Visitor Passes for contractors, vendors, and visitors.
• Manage withholding tax documentation and processing when required.
• Follow up with vendors after Purchase Order (PO) issuance and coordinate site visits.
• Schedule vendor visits in accordance with planned maintenance activities advised by the Maintenance & Calibration (M&C) team.
• Verify that valid Purchase Orders with sufficient balances are available before confirming vendor services and arrange PO top-ups when necessary.
• Collect Delivery Orders (DOs) from the M&C team and coordinate with Warehouse personnel for Goods Receipt (GR) processing.
• Resolve GR-related discrepancies, including quantity and pricing issues.
• Verify Forms of Acceptance (FOA) and supporting documentation for Service Entry Sheets (SES) and invoice processing.
• Review and process documentation related to third-party laboratory testing. Training on the Sample Manager system will be provided.
• Investigate and resolve billing discrepancies involving vendors, laboratories, transport providers, and service contractors.
• Maintain accurate records through document scanning, filing, and archiving of calibration reports, Certificates of Analysis (COAs), and other laboratory documentation.
• Coordinate freight and logistics arrangements for overseas sample shipments when required.
• Provide general administrative support and undertake additional duties assigned by the supervisor.

Requirements

• Experience or working knowledge of SAP and Purchase-to-Pay (P2P) processes is preferred.
• Strong attention to detail with a high level of accuracy and compliance awareness.
• Good organizational and administrative skills.
• Effective communication and stakeholder coordination abilities.
• Proactive, adaptable, and able to work independently as well as within a team environment.
• Demonstrates initiative, a willingness to learn and a continuous improvement mindset.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.

Additional Information

• This role involves supporting activities that are subject to audit and compliance requirements; therefore, accuracy, documentation control, and adherence to procedures are essential.
• Training will be provided for specialized systems and processes where required.

If you are an organized and detail-oriented administrative professional with procurement and SAP experience, we welcome your application.