Administrative Assistant

DP ARCHITECTS PTE LTD.; Singapore; On-site; SGD 36,000 - 54,000; Full time

Job summary

A leading architecture firm in Singapore is seeking a dedicated Secretarial Support to provide comprehensive assistance to the Director and team. Responsibilities include managing project administration, coordinating business travel, and handling financial processes. Ideal candidates should possess at least a diploma in Business Administration, 5 years of relevant experience, and strong organizational and problem-solving skills. Proficiency in English is essential for effective communication.

Qualifications

• Strong adaptability and ability to manage shifting priorities in a fast-paced environment.
• Minimum 5 years of experience in relevant field.
• Excellent organisational and problem-solving skills.

Responsibilities

• Provide full spectrum of secretarial support to Director(s) and his/her team.
• Manage overall project administration including setup, contracts, and documentation.
• Handle project financial processes from submissions to invoicing.

Skills

Adaptability

Organizational skills

Problem-solving skills

Communication in English

Education

Diploma in Business Administration or equivalent

Job description

Responsibilities

• Provide full spectrum of secretarial support to Director(s) and his/her team;
• Coordinate business travel for directors and team members, covering bookings, visas, schedules, travel insurance, materials, and post-trip claims and reimbursements;
• Handle full spectrum of administration including supplies, expenses, claims, travel arrangements, meetings coordination, onboarding/ offboarding, leave management, access, resources, update status of project, etc;
• Prepare documents for submission of pre-qualification;
• Manage overall project administration, including setup, contracts, consultants, fees, payments, access, milestones, and documentation;
• Handle project financial processes, from submissions and proposals to invoicing, payment follow-ups, and monthly income and fee forecasting with Finance and project teams;
• Work with Human Capital Management department for incoming and outgoing administration for team members;
• Maintain proper documentation, reports, and records, ensuring all files comply with office standards;
• Oversee leave, claims, timesheets, ICT requests, and maintain a clean and organized workspace;
• Any other ad hoc duties as assigned.

Requirements

• Minimum Diploma in Business Administration or equivalent;
• Strong adaptability and ability to manage shifting priorities in a fast-paced environment;
• Excellent organisational and problem-solving skills;
• Minimum 5 years of experience in relevant field;
• Good command of spoken and written in English