Administrative Assistant

DOVRE SOLUTIONS PTE. LTD.; Singapore; On-site; SGD 36,000 - 47,000; Full time

Job summary

DOVRE SOLUTIONS PTE. LTD. is seeking an administrative support professional for a 1-year contract.

The role involves providing admin support to a department, handling PR requests via SharePoint, processing purchases and payments on procurement platforms, and coordinating vendor and visitor badges. Strong MS Office and communication skills are required. You will also manage tax-related tasks, follow up on PO visits, and assist with warehouse GR flows.

Qualifications

• Excellent verbal and written communication skills.
• Proficiency in MS Office and email systems.
• Ability to multi-task and prioritize tasks.

Responsibilities

• Provide administrative support to a department or individual.
• Raise Purchase Requisition (PR) requests to Procurement via SharePoint.
• Handle purchases/billings/payments related to SAP / EzyPay / Evolve.
• Coordinate and apply badges for service vendors and visitors.
• Handle Withholding Tax as needed.
• Follow up with vendors after PO issuance to arrange site visits.
• Arrange ad-hoc vendor visits per maintenance schedule.
• Collect and pass DO forms to Warehouse for Goods Receipt and resolve GR/FOA issues.
• Check FOA and documentation for invoice payments; basic project work possible.

Skills

Verbal communication

Written communication

MS Office

Email systems

Administrative coordination

Customer service

Tools

SharePoint

SAP

EzyPay

Evolve

Job description

Contract Role - 1 year

MAIN FUNCTIONS

• Provides administrative support to a department or individual.
• Duties may include:
• Raise Purchase Requisition (PR) requests to Procurement via SharePoint
• Handle purchases/billings/payments related to SAP / EzyPay / Evolve (various Procurement application platforms)
• Coordinateand apply T-badge & Visitor badge for service vendors and/or visitors.
• Handle Withholding Tax as needed.
• Follow-up with vendors after Purchase Orders (PO) issuance to arrange for site visit
• Arrange for ad-hoc visit by vendors based on planned maintenance schedule as advised by Maintenance & Calibration (M&C) team. Check that there is valid PO with balance amount before arranging for vendor site visit. Else, will need to raise request Procurement to top up PO amount first (requires PO approval).
• Collect DO (Delivery Order) forms from Lab M&C Team and pass to Warehouse (W/H) for W/H to do system GR (Goods Receipt). Follow-up with system GR related issues e.g. quantity or unit price do not tally.
• VerifyForm of Acceptance (FOA) & documentation submission by vendors to EM forSES / invoice payment. Note: Verification of 3rd party lab testsFOAs require use of Sample Manager application (training will be provided).
• Resolve GR / FOA / invoice billing discrepancies (e.g. 3rd party labs, material &service vendors incl. sample transport service)
• Hardcopy filing & scanning of documents (e.g. Lab M&C calibration data sheets, COAs, etc.)
• Arrange freight & logistics for sending samples overseas for samples that are handled through Lab (infrequent)
• Any other administrative activities as instructed by supervisor from time to time
• typing, filing, answering phones, scheduling, calendaring, record keeping, coordinating meetings and conferences, obtaining supplies and/or sorting/distributing mail.
• May work on special projects to include recording, compiling, retrieving, reporting and analyzing information.
• Must be able to multi-task and prioritize. Strong communication skills and organizational skills are required. Proficiency with MS Office required. Position will receive direction and support.
• Audit compliance
• This position level would typically include junior Administrative Assistant with basic administrative tasks. Prior extensive experience not required.

SKILLS AND QUALIFICATIONS

Excellent verbal and written communication skills, MS Office (Word, Excel and PowerPoint) and email systems, strong administrative coordination abilities, customer service experience

Shortlisted candidates will be notified.

Salary commensurate with experience