Administrative Secretary

SYAI HEALTH TECHNOLOGY PTE. LTD.; Singapore; On-site; SGD 40,000 - 60,000; Full time

Job summary

A healthcare technology company in Singapore is seeking an Administrative Secretary to provide high-level support for Southeast Asian operations. Responsibilities include managing registrations, compliance, and office setups while ensuring efficient procurement. The ideal candidate is detail-oriented, fluent in English and Chinese, and has at least 2 years of experience in HR administration or office management. This role offers a dynamic work environment with opportunities for growth.

Qualifications

• Must be a Singapore Citizen or Permanent Resident (PR).
• Minimum of 2 years experience in HR administration or office management.
• Familiarity with Singapore's Work Pass application processes is advantageous.

Responsibilities

• Manage company incorporation and registration across Southeast Asia.
• Liaise with local government bodies and legal firms for compliance.
• Support strategic planning for new office locations and renovations.

Skills

Organizational skills

Project management

Bilingual (English and Chinese)

Attention to detail

Communication skills

Microsoft Office proficiency

Education

Bachelor's degree

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

Job description

Job Summary

The Administrative Secretary will be responsible for providing high-level administrative support with a primary focus on our Southeast Asian operations. The ideal candidate will be a detail-oriented professional who excels in a fast-paced, multi-national environment. Key areas of responsibility include managing multi-country company registrations, office setup, compliance, procurement, and employee onboarding support.

Key Responsibilities

Corporate Administration & Compliance

• Manage and oversee the process of company incorporation, registration, and maintenance across various Southeast Asian countries.
• Liaise with local government bodies, legal firms, and corporate secretarial agents to ensure all legal and regulatory requirements are met.
• Maintain and renew all business licenses, permits, and corporate certifications for entities within the region.
• Keep accurate and up-to-date records of all corporate documents.

Office Setup & Management

• Support the strategic planning for new office locations, including market research, site selection, and lease negotiation support.
• Coordinate and project-manage office renovations, setup, and moves, working with vendors, contractors, and internal stakeholders.
• Ensure new offices are fully operational, equipped, and compliant with local standards.

Procurement & Office Management

• Source, negotiate with, and manage suppliers for office supplies, furniture, equipment, and pantry services.
• Maintain inventory of all administrative assets and supplies across regional offices.
• Implement and manage efficient procurement processes to ensure cost-effectiveness.

Candidate Requirements

1. Must be a Singapore Citizen or hold a Singapore Permanent Resident (PR) status.
2. Must be fluent in both written and spoken English and Chinese, capable of acting as a bridge for cross-cultural communication.
3. Bachelor's degree or above, any discipline (Human Resources, Business Administration, or related field is a plus).
4. Minimum of 2 years of experience in HR administration, office management, or a related role.
5. Familiarity with Singapore's Work Pass application processes and regulations is highly advantageous.
6. Strong organizational, coordination, and communication skills, with the ability to multitask effectively.
7. Proactive, service-oriented, meticulous, and able to solve problems independently.
8. Proficient in MS Office applications.

Skills

• Exceptional organizational and project management skills with the ability to handle multiple tasks and deadlines simultaneously.
• Strong attention to detail and a high level of accuracy.
• Excellent verbal and written communication skills in English. Proficiency in another Southeast Asian language (e.g., Bahasa Indonesia, Thai, Vietnamese) is a strong plus.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Self-motivated, resourceful, and able to work effectively both independently and as part of a team.
• Strong interpersonal skills and the ability to work with diverse cultures and all levels of management.