Office Assistant

Hepmil Singapore Pte. Ltd. (SGAG); Singapore; On-site; SGD 28,000 - 40,000; Full time

Job summary

A leading content creator and media group in Singapore seeks an Office Assistant to ensure seamless day-to-day office operations. Responsibilities include reception duties, event coordination, office maintenance, and IT support. The ideal candidate has at least a year of relevant experience, is service-oriented, proactive, and proficient in English, with a preference for Mandarin. This is a 6-month contract position, with the possibility of renewal.

Qualifications

• At least 1 year of relevant experience in administrative or service-oriented roles.
• Proficient in written and spoken English; Mandarin preferred.
• Comfortable with physical office tasks and event setups.

Responsibilities

• Greet visitors and handle inquiries professionally.
• Schedule meeting room bookings and set them up.
• Maintain office supplies and perform administrative tasks.
• Coordinate routine maintenance needs for the office.
• Assist with IT asset support and inventory management.

Skills

Service-oriented

Proactive

Detail-focused

Interpersonal skills

Basic IT proficiency

Communication skills

Tools

Microsoft Office

Google Workspace

Job description

HEPMIL Media Group owns and operates SGAG, MGAG, PGAG, MRCI, HEPMIL Creators' Network & Bent Pixels Asia. HEPMIL Media Group has offices across Singapore, Kuala Lumpur, Jakarta, Manila, Bangkok & Ho Chi Minh and employs over 300 passionate individuals.

HEPMIL - SGAG and HEPMIL Creator’s Network (HCN), is home to one of the fastest growing content and creator businesses locally. We exist to Make Every Singaporean’s Day a Better One through the endless funny memes and videos on SGAG and by empowering the next generation of content creators through HCN.

We are looking for an Office Assistant to support the smooth day-to-day operations of our office, including reception duties, office and facilities support, administrative assistance, and IT asset coordination.

This is a 6-months contract position, subject to renewal.

Key responsibilities

Reception Duties

• Greet visitors and guests professionally, handling inquiries and directing them as needed.
• Receive and manage deliveries, ensuring proper routing and documentation.

Meeting Coordination

• Schedule and manage meeting room and studio bookings.
• Set up meeting rooms, including AV equipment and refreshments and reset after use.

Event Coordination & Support

• Set up and maintain event spaces, including seating arrangements, AV equipment and refreshments.
• Provide on-site support during events to address operational needs and support event operations.

Office Operations & Administrative support

• Perform regular checks and consistently restock pantry items and office supplies to support daily office operations.
• Provide on-site office support to ensure meeting rooms, common areas, and office facilities are operational and ready for use.
• Act as the first point of contact for urgent office matters, handling quick fixes or escalating as appropriate.
• Provide general administrative and operational support, including travel bookings, restaurant reservations, and other ad-hoc tasks as assigned.
• Work closely with the Office Coordinator to coordinate and execute daily office tasks and operations.

Facility & Maintenance Management

• Coordinate routine and ad-hoc maintenance needs for the office (e.g., air conditioning, IT, cleaning).
• Follow up on ad-hoc maintenance or facility issues as they arise.

  IT & Asset Support

  • Assist with IT-related administrative tasks, including documentation for IT purchases and inventory records.
  • Maintain accurate tracking of IT assets, including tagging, audits and updates to asset registers.
  • Assist with office procurement processes and liaise with vendors as needed.

  Requirements

  • At least 1 year of relevant experience in administrative, office support, hospitality or other service-oriented roles.
  • Proficient in written and spoken English; proficiency in Mandarin is preferred to support communication with Mandarin-speaking stakeholders.
  • Service-oriented, proactive and detail-focused, with strong interpersonal and communication skills; able to work well in a team.
  • Comfortable with physical office tasks, including lifting/moving supplies and supporting event setups.
  • Basic IT proficiency, including Microsoft Office and/or Google Workspace; able to manage IT assets, inventory records and perform basic software installation on Windows and Mac.
  • Resourceful and adaptable, with the flexibility to handle changing priorities and take on new responsibilities.
  • Willing to work outside regular office hours to manage and oversee vendors for off-hours activities.