Office Assistant

KEIZEN PTE LTD; Singapore; On-site; SGD 22,000 - 33,000; Full time

Job summary

KEIZEN PTE LTD is seeking a diligent Office Assistant in Singapore to provide essential administrative support across multiple departments. You will handle data entry, filing, correspondence, and basic bookkeeping tasks while maintaining confidentiality and accuracy.

You will collaborate with operations, HR, and finance teams, coordinate with suppliers and colleagues, and assist with onboarding, attendance, and document control. Mandarin language skills are highly valued.

Qualifications

• Proficient in Mandarin for client communication.
• Basic MS Office and data entry skills.
• Good attention to detail and accuracy.
• Able to work independently and as part of a team.
• Singaporean preferred; willingness to learn.

Responsibilities

• Perform general administrative and clerical duties.
• Data entry and document handling.
• Coordinate with operations, HR, and finance teams.
• Assist with attendance, leave, and onboarding documentation.
• Maintain filing systems for company records and invoices.

Skills

Mandarin

Communication

MS Office

Data entry

Teamwork

Tools

Microsoft Excel

Microsoft Word

Email management

Job description

Responsible for handling customer queries.

Communicating effectively with colleagues & operations to ensure smooth coordination of services.

Job requirements:

1. Job Purpose

To provide administrative, clerical and general office support to the company. The Office Assistant is responsible for maintaining proper documentation, assisting with data entry, handling incoming and outgoing correspondence, supporting daily office activities and assisting different departments when required.

2. Key Duties and Responsibilities

A. General Office Administration

1. Perform general administrative and clerical duties.
2. Handle photocopying, scanning, printing and filing of documents.
3. Maintain proper filing systems for company documents and records.
4. Receive, sort and distribute incoming mail, parcels and documents.
5. Prepare letters, memos, forms and other administrative documents.
6. Assist with other ad‑hoc administrative duties assigned by management.

B. Data Entry & Documentation

1. Perform data entry and update company records accurately.
2. Assist in maintaining customer, supplier and employee information.
3. Prepare and update Excel spreadsheets and administrative records.
4. Check documents for completeness and accuracy before filing or submission.
5. Maintain proper records of delivery orders, invoices, receipts and supporting documents.
6. Assist in organising and retrieving documents when required.
7. Ensure confidential company documents are properly handled and stored.

C. Operations Administrative Support

1. Assist the Operations Department with daily administrative tasks.
2. Coordinate with warehouse and delivery personnel to obtain missing documents or information.
3. Follow up on outstanding paperwork and documentation.

D. Human Resource Administrative Support

1. Assist with maintaining employee personal files and records.
2. Help update staff attendance, leave and overtime records.
3. Assist in preparing employment letters, staff forms and other HR documents.
4. Assist with arranging staff medical appointments, training and onboarding documentation.
5. Monitor and remind the HR department of upcoming document expiry dates when assigned.
6. Assist in filing work permit, insurance and other employee‑related documents.
7. Maintain confidentiality of employee information.

E. Finance & Accounts Administrative Support

1. Assist in sorting and filing supplier invoices and payment documents.
2. Help organise customer invoices, receipts and supporting documents.
3. Assist in checking and matching delivery documents against invoices when required.
4. Maintain proper records of petty cash receipts and expenses.
5. Submit documents to the Finance Department for processing.
6. Assist with basic data entry and document preparation for accounting purposes.

• Basic computer knowledge and Microsoft Office skills.
• Familiarity with Microsoft Excel, Word and email.
• Good communication and organisational skills.
• Able to handle filing, documentation and data entry.
• Good attention to detail and accuracy.
• Responsible, reliable and willing to learn.
• Able to work independently and as part of a team.
• Previous administrative experience is an advantage.
• Preferred Singaporean only.
• Require tospeakMandarin

"We are seeking candidates proficient in Mandarin to effectively communicate with Mandarin‑speaking clients."