Business Support Assistant

Hawksford; Singapore; Hybrid; SGD 31,000 - 51,000; Full time

Job summary

Hawksford in Singapore seeks an administrative professional to support the front desk and office operations. You will handle reception duties, mail scanning, and coordination with internal teams to ensure smooth daily activities.

The role requires a Diploma in a relevant field, strong MS Office skills, and a meticulous, proactive mindset to manage confidential information and tight deadlines.

Qualifications

• Preferably at least 2 years of experience in an administrative role.
• Diploma holder in any relevant field.
• Good knowledge and application of Microsoft Office.
• Meticulous and discreet in handling confidential information.
• Able to work well with both internal and external stakeholders.
• Attention to detail is essential.
• Able to adhere to tight deadlines.
• Good self-learning ability, proactive work attitude.
• Good team spirit, excellent communication and problem-solving skills.

Responsibilities

• Provide front of house service at the reception area and partake in reception duties: greeting clients and answering main line telephone calls.
• Assist with daily scanning of all incoming mails, saving scans and notifying stakeholders per internal processes.
• Collaborate with Building Management, Interior Design, Pest Control, Cleaning and Landscaping teams as advised.
• Requisition, procurement and monitoring of office and pantry supplies including name cards and IT equipment.
• Participate in weekly or ad hoc post office or bank runs when required.
• Assist Marketing Manager in preparing office facilities for client events onsite.
• Support Asia Operations initiatives and ad-hoc administrative projects related to documentation and offsite storage.
• Share and impart knowledge with Business Support Team colleagues.

Skills

Reception duties

Customer service

Communication

Attention to detail

Teamwork

Proactive attitude

Education

Diploma in any relevant field

Tools

Microsoft Office

Job description

To assist with the smooth running of the office environment which includes reception and front desk duties, supporting the office premises and facilities and handling physical and digital documentation

Roles at this level are engaged in prescribed, reactive work, performing straightforward tasks within established routines and procedures and under regular or direct supervision. They involve responding to routine queries/issues/circumstances and referring any unusual or non-routine situations to others. The work is typically to short deadlines, providing courteous and effective service to others.

Principal Accountabilities:

Provide outstanding Front of house service at the Reception area and partake in reception duties: Greeting clients and answering main line telephone calls

Assist with the daily scanning of al incoming mails, with saving of scans and notifying internal and external stakeholders according to internal processes. (Including collection of mails from the Postbox and monthly/quarterly mail redirection services)

To contact Building Management, Interior Design company, Pest Control, Cleaning company and Plants/landscaping where advised by the Business Support Administrators/Supervisors on any issues/office tasks

Requisition, Procurement and monitoring of Office and Pantry supplies including name card and IT equipment ordering

To participate in weekly or ad hoc Post office or bank runs when required

Assist the Marketing Manager in preparing office facilities where client events are held onsite

Assist with Asia Operations initiatives, administrative ad-hoc projects, business and process improvements relating to physical documentation, mails and offsite storage

Share and Impart knowledge with Business Support Team colleagues on tasks

Such other duties as the management may at times reasonably require. This job description is a guide to the principal, current duties of the job. It does not form part of the contract of employment.

Skills Required:

Preferably at least 2 years of experience in an administrative role.

Diploma holder in any relevant field.

Good knowledge and application of Microsoft Office

Meticulous and discreet in handling confidential information

Able to work well with both internal and external stakeholders.

Attention to detail is essential.

Able to adhere to tight deadlines.

Good self-learning ability, proactive work attitude.

Good team spirit, excellent communication and problem-solving skills.

Meticulous and discreet in handling confidential information

Able to work well with both internal and external stakeholders.

Attention to detail is essential.

Able to adhere to tight deadlines.

Good self-learning ability, proactive work attitude.

Good team spirit, excellent communication and problem-solving skills.