ADMINISTRATIVE SUPPORT ASSISTANT

AEGIS VALUEFIX PTE. LTD.; Singapore; On-site; SGD 30,000 - 45,000; Full time

Job summary

A leading company in Singapore is seeking an Administrative Support Assistant to provide comprehensive assistance across Procurement, HR, and Finance departments. Responsibilities include managing daily operations, assisting with invoices and purchase orders, and maintaining employee records. Candidates should have a diploma in a relevant field and possess strong organizational and communication skills. This full-time role offers a dynamic workplace.

Qualifications

• 1–3 years of administrative experience (exposure to procurement/HR/finance preferred).
• Ability to maintain confidentiality and handle sensitive information.
• Proficient in MS Office applications.

Responsibilities

• Provide comprehensive administrative and coordination support across departments.
• Assist with preparing purchase orders and obtaining quotations.
• Maintain employee files, records, and HR databases.
• Assist with invoice processing and expense claims.

Skills

Organizational skills

Multitasking

Communication skills

Attention to detail

Attention to detail

Education

Diploma in Business Administration, HR, Finance, or related field

Tools

MS Office (Word, Excel, PowerPoint)

Synergix

Job description

Position Title: Administrative Support Assistant

Department: Procurement / Human Resources / Finance

Reports To: Operations Manager / Department Heads

Employment Type: Full-Time

1. Position Summary

The Administrative Assistant provides comprehensive administrative and coordination support across the Procurement, HR, and Finance departments. This role ensures smooth daily operations, accurate documentation, timely processing of tasks, and efficient communication between departments, vendors, employees, and management.

2. Key Responsibilities

A. Procurement Support

• Assist with preparing purchase orders (POs) and obtaining quotations.
• Maintain vendor records, price lists, and contract documentation.
• Track delivery schedules and follow up with suppliers.
• Support procurement reporting (e.g., monthly spend reports).
• Ensure compliance with purchasing procedures and approval workflows.

B. Human Resources Support

• Maintain employee files, records, and HR databases.
• Data entry for HR listing Reports & HR System
• Prepare HR-related letters (confirmation, warning letter probation, etc.) when required.
• Other HR & Administrative job as and when needed

C. Finance Support

• Assist with invoice processing and expense claims.
• Support monthly billing, payment tracking, and data entry into accounting systems.
• Maintain proper filing of financial documents and receipts.
• Support month-end administrative tasks.
• Other Adhoc Finance support as & when needed

D. General Administrative Duties

• Manage calendars, meetings, and departmental communications.
• Prepare reports, memos, spreadsheets, and presentations.
• Maintain office supplies, asset records, and administrative inventory.
• Handle correspondence, document formatting, and archiving.
• Assist with internal audits and compliance checks.

3. Qualifications

• Diploma in Business Administration, HR, Finance, or related field.
• 1–3 years of administrative experience (exposure to procurement/HR/finance preferred).
• Strong organizational and multitasking skills.
• Proficient in MS Office (Word, Excel, PowerPoint) and office systems.
• Good communication skills with attention to detail.
• Ability to maintain confidentiality and handle sensitive information.

4. Key Competencies

• Attention to Detail – Ensures accuracy in documents and data.
• Time Management – Manages multiple deadlines efficiently.
• Teamwork – Works collaboratively with cross‑functional teams.
• Communication – Clear and professional written and verbal communication.
• Problem Solving – Identifies issues and proposes practical solutions.
• Confidentiality & Integrity – Handles sensitive HR and finance information responsibly.

5. Additional Requirements (Optional)

• Experience with procurement, human resource & finance systems (SAP, Synergix, etc.)
• Willingness to support ad‑hoc administrative jobs.