Administrative Assistant cum Receptionist (One North)

Lendlease; Singapore; On-site; USD 30,000 - 60,000; Full time

Job summary

An established industry player is seeking a detail-oriented Administrative Assistant cum Receptionist to enhance operational efficiency. This role involves managing daily office functions, supporting stakeholders, and ensuring effective communication. Ideal candidates will possess strong interpersonal skills and proficiency in MS Office, and thrive in a fast-paced environment. Join a dynamic team that values problem-solving and innovative solutions, contributing to the success of significant projects in the life sciences sector.

Qualifications

• Minimum 2-3 years of relevant experience in administrative roles.
• Ability to work independently and collaboratively with stakeholders.

Responsibilities

• Ensure smooth daily office operations and perform administrative duties.
• Coordinate meetings, manage office supplies, and assist with procurement.

Skills

Interpersonal Skills

MS Office Proficiency

Communication Skills

Time Management

Education

GCE O Level or equivalent

Tools

MS Office

Job description

Vita Partners is the Asia-Pacific’s largest pan-regional pure-play life science, innovation, and R&D real estate platform. The platform focuses on investing, acquiring, developing, constructing, managing, and operating real estate projects in fast-growing life sciences, innovation, and R&D real estate markets in Asia-Pacific. The company operates within two main segments – a high-barrier-to-entry life sciences project construction management business and a specialized investment management business. Since the 2000s, the project construction management business has worked on over 200 projects in Asia-Pacific for more than 100 blue-chip life sciences and pharmaceutical companies, with many repeat clients.

We are looking for an Administrative Assistant cum Receptionist to join our team!

This position requires a detail-oriented professional with a solid background in operations, capable of assisting with procurement processes, helping to develop and implement operational systems and procedures, and addressing ground operational matters to ensure smooth day-to-day functioning of the project.

Your responsibilities include but are not limited to:

1. Ensure the safe and smooth operation of the office on a daily basis
2. Perform general secretarial and administrative duties, supporting internal and external stakeholders
3. Screen calls, visitors, and respond to emails and inquiries appropriately
4. Communicate effectively and assist with internal and external inquiries and feedback
5. Manage office supplies and staff amenities, including budgeting and forecasting
6. Coordinate staff matters and events
7. Assist in preparing reports, presentations, and tracking documents
8. Maintain and update contact details for stakeholders
9. Distribute relevant information such as contacts, minutes, letters, and circulars
10. Prepare and process contracts, purchase orders, and invoices
11. Support property management service delivery planning and monitoring
12. Coordinate tenant and manager requests, supply needs, and maintenance schedules
13. Liaise with contractors or service providers for housekeeping and security
14. Coordinate couriers and mail services
15. Ensure proper documentation and adherence to SOPs
16. Liaise with stakeholders for monthly sales submissions, audit statements, insurance policies, and other documents
17. Schedule and arrange meetings, video conferences, reservations, and travel
18. Perform filing, printing, and document housekeeping
19. Perform other tasks as assigned and required

Requirements

1. Minimum GCE O Level or equivalent
2. Service-oriented with good interpersonal skills
3. Minimum 2-3 years of relevant experience
4. Proficient in MS Office applications and IT-savvy
5. Able to work in a fast-paced, dynamic environment to meet tight deadlines
6. Able to work independently with minimal supervision and collaboratively with stakeholders at all levels
7. Excellent communication and written skills
8. Willing to work on alternate Saturdays from 8:00 to 12:00

We love a challenge and solving problems. Our clients come to us when it’s important: to handle complexity, drive diversity, offer strategic and long-term value, and create innovative solutions.

If you believe this position matches your skills, experience, and career aspirations, please apply via the provided link.