Administrative & Records Coordinator

RECRUIT EXPRESS PTE LTD; Singapore; On-site; SGD 30,000 - 50,000; Full time

Job summary

Recruit Express Pte Ltd (Healthcare & Lifescience) is seeking an Office Administrator to maintain filing, process invoices, manage supplies, and support department activities in a hospital setting. You will coordinate meetings, capture minutes, assist in events and exhibitions, onboard new staff, handle communications, and perform general administrative tasks to ensure smooth operations.

Min Diploma/Degree in Secretarial or Business with at least 3 years of secretarial experience preferred;

Qualifications

• Min Diploma/Degree in Secretarial / Business or similar with at least 3 years of relevant secretarial experience.

Responsibilities

• Maintain an organised and up-to-date filing system for all documents in accordance with hospital standards.
• Handle incoming and outgoing documents, mail, and requests from other departments and consultants.
• Raise purchase requisitions and process invoices, liaising with Finance for timely payment and record-keeping.
• Track and follow up on outstanding payments with external vendors, suppliers, and contractors.
• Manage office supplies and stationery to ensure sufficient stock at all times.
• Schedule and coordinate meetings, book venues, and set up rooms with necessary equipment.
• Attend meetings to take clear notes and distribute minutes.
• Follow up on action items and assist in status updates for the team.
• Provide logistical support for hospital-wide events, liaising with vendors for displays and materials.
• Assist in preparing presentation materials, collaterals, and briefing packs for internal and external stakeholders.
• Assist with onboarding of new team members; coordinate IT setup and induction arrangements.

Skills

Secretarial experience

Office administration

Record keeping

Education

Diploma/Degree in Secretarial or Business

Tools

MS Office

Job description

Recruit Express Pte Ltd (Healthcare & Lifescience) is seeking an Office Administrator to maintain filing, process invoices, manage supplies, and support department activities in a hospital setting. You will coordinate meetings, capture minutes, assist in events and exhibitions, onboard new staff, handle communications, and perform general administrative tasks to ensure smooth operations.

Min Diploma/Degree in Secretarial or Business with at least 3 years of secretarial experience preferred;