Office Administrative Assistant Manager

Private Advertiser; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A company in Singapore is seeking an experienced administrative professional to manage day-to-day operations and support human resources activities. The role includes handling correspondence, managing calendars, and assisting with recruitment and compliance. The ideal candidate holds a bachelor’s degree and has at least 5 years of experience in administration or HR, preferably in the shipping or logistics industry. Proficiency in Microsoft Office and effective communication in English are required, with Mandarin being an advantage.

Qualifications

• Minimum 5 years of experience in administrative and/or human resources roles is preferred.
• Experience in the shipping or logistics industry will be an added advantage.
• Candidates must have the legal right to work in Singapore.

Responsibilities

• Manage day-to-day administrative operations of the Singapore office.
• Support recruitment activities for the Singapore office.
• Provide administrative and operational support to the business department.

Skills

Proficient in Microsoft Office applications

Strong communication skills

Organisational skills

Ability to work independently

Collaborative team skills

Education

Bachelor's degree or equivalent professional qualification

Job description

Key Responsibilities

Administration

• Manage day-to-day administrative operations of the Singapore office, including but not limited to call handling, correspondence distribution, office leasing coordination, and vendor management, in a well‑organised and timely manner.
• Receive and attend to visitors, including internal global teams and external clients, and make necessary arrangements.
• Manage calendars, schedule meetings and appointments, and handle contact information, incoming requests, and enquiries appropriately.
• Prepare meeting agendas, take meeting minutes, and follow up on action items.
• Coordinate travel arrangements and process related expense claims.
• Prepare reports, presentations, and briefing materials on a regular or ad‑hoc basis.
• Ensure office security and compliance with internal office procedures.

Human Resources

• Support recruitment activities for the Singapore office.
• Maintain and manage employee records for the Singapore office, ensuring alignment with headquarters' HR policies and procedures.
• Assist with payroll administration and daily HR operations, including matters related to employment passes, CPF, and other statutory requirements, in compliance with local regulations.
• Support data entry, updates, and verification in relevant local government systems.

Business Department Support

• Provide administrative and operational support to the business department, including organising, summarising, and analysing relevant data.
• Document discussions and prepare accurate and detailed meeting minutes, capturing key decisions, action items, and follow‑up tasks.

Other Duties

• Coordinate office utility payments and related administrative matters.
• Assist with bank‑related administrative matters.
• Perform other duties as assigned by the line manager.

Requirements

• Bachelor’s degree or equivalent professional qualification.
• Minimum 5 years of experience in administrative and/or human resources roles is preferred.
• Proficient in the use of Microsoft Office applications.
• Strong communication and organisational skills, with the ability to work independently as well as collaboratively in a team environment.
• Experience in the shipping or logistics industry will be an added advantage.
• Able to communicate effectively in English; proficiency in Mandarin is an advantage for work‑related communication purposes.
• Candidates must have the legal right to work in Singapore.