Administrative Assistants (Administration & Office Support)

COOLFORCE AIRCON PTE. LTD.; Singapore; On-site; SGD 30,000 - 42,000; Full time

Job summary

Coolforce Aircon Pte. Ltd. is seeking an organized administrative assistant to support daily office operations, including preparing service reports and maintaining records.

You will liaise with technicians, customers, and vendors, coordinate procurement and inventory, and handle data entry with accuracy. English and Chinese communication is required to serve a bilingual customer base and ensure smooth operations across departments.

Qualifications

• 1–2 years of administrative experience required.
• Proficient in MS Office applications: Word, Excel, Outlook and PowerPoint.
• Knowledge or experience in the air-conditioning industry or service operations.
• Fluent in English and Chinese to communicate with customers, technicians and vendors.

Responsibilities

• Maintain and update company records, databases, filing systems, and administrative documents to ensure accurate and accessible information.
• Prepare reports, quotations, and other documents to support operational and customer service needs.
• Liaise with internal departments, technicians, customers, and vendors to coordinate and ensure smooth daily operations.
• Assist with procurement activities, track inventory levels, and manage office supplies to maintain operational readiness.
• Perform data entry tasks accurately to keep records complete and up to date.
• Follow up on outstanding documents and administrative matters to support timely completion of tasks.
• Execute additional administrative duties assigned by management to support office functions.

Skills

Administrative experience

MS Office proficient

Bilingual English/Chinese

Communication skills

Education

Diploma or above in Admin/Secretarial

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Job description

Job Summary

Provide general administrative and clerical support for daily office operations, including preparing and processing service reports.

Responsibilities

• Maintain and update company records, databases, filing systems, and administrative documents to ensure accurate and accessible information
• Prepare reports, quotations, and other documents to support operational and customer service needs
• Liaise with internal departments, technicians, customers, and vendors to coordinate and ensure smooth daily operations
• Assist with procurement activities, track inventory levels, and manage office supplies to maintain operational readiness
• Perform data entry tasks accurately to keep records complete and up to date
• Follow up on outstanding documents and administrative matters to support timely completion of tasks
• Execute additional administrative duties assigned by management to support office functions

Preferred competencies and qualifications

• At least 1–2 years of relevant administrative experience
• Proficient in Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint
• Knowledge or experience in the air-conditioning industry or service operations
• Proficiency in English and Chinese to communicate effectively with English- and Chinese-speaking customers, technicians, and vendors