Office Assistant

Charlotte Frank Limited; Singapore; On-site; SGD 36,000 - 54,000; Full time

Job summary

Charlotte Frank Recruitment Ltd. seeks an Office Services Assistant to support daily office operations in Singapore. You will handle reprographics, mail and courier tasks, reception duties, and facility coordination to keep the office running smoothly.

The ideal candidate has at least 3 years in a professional services or financial setting, strong English communication, and may speak Cantonese or Mandarin. Expect to assist with procurement, pantry basics, and ad-hoc tasks as needed.

Qualifications

• Form 5 / High School Diploma holder or above.
• Minimum 3 years' relevant experience in a financial institution or professional services firm.
• Good spoken English; proficiency in Cantonese and Mandarin is a plus.

Responsibilities

• Provide reprographic services: printing, binding, scanning, formatting of documents and presentations.
• Manage mail, couriers, and internal/external deliveries including overseas shipments.
• Reception duties: greet visitors, answer calls, route messages.
• Coordinate office facilities: booking meeting rooms, waste sorting, procurement support.
• Prepare desks and supplies for new joiners and visitors.
• Handle basic banking errands and invoice processing.

Skills

Office administration

Time management

Communication

English proficiency

Cantonese (plus)

Mandarin (plus)

Education

High School Diploma

Tools

Microsoft Office

Google Maps

Job description

The Office Services Assistant reports to the Office Manager and plays a key role in ensuring the smooth and efficient day-to-day operation of the office. This position is responsible for providing general administrative support, reprographic services, facility coordination, and ad-hoc logistical assistance to all staff. The ideal candidate is proactive, detail-oriented, and committed to maintaining a professional and well-organised office environment.

Key Responsibilities

Reprographics & Document Processing

• Provide comprehensive reprographic services, including printing, photocopying, binding, scanning, and formatting of documents, reports, and presentations
• Handle confidential and sensitive documents with care, ensuring proper storage, retrieval, and secure shredding as required
• Support court filing and preparation of filing bundles
• Manage closed files, including archiving, retrieval, and disposal in accordance with firm policies
• Assist with document relocation within the office as needed

Mail, Courier & Delivery Services

• Manage all incoming and outgoing mail, including sorting, distribution, and tracking of correspondence
• Deliver and collect internal mail and documents between departments in a timely manner
• Arrange and coordinate local and overseas courier services (e.g., DHL, FedEx), including preparing waybills and tracking urgent shipments
• Handle by-hand delivery and collection to and from external organisations, including but not limited to the High Court, legal firms, Immigration Department, Company Registry, Inland Revenue Department, and the Law Society

Reception & Communication

• Provide reception coverage during breaks, absences, and peak hours, including greeting visitors, managing telephone calls, and routing messages
• Act as a liaison between employees and external vendors or clients

Office Logistics & Facility Coordination

• Maintain the front office, copy rooms, and common areas in a clean, tidy, and professional condition
• Ensure meeting rooms are properly booked and kept neat and organised at all times
• Coordinate office recycling and disposal, including waste sorting, recycling initiatives, and shredding coordination
• Check invoices and delivery notes related to general procurement and deliveries
• Assist with office procurement duties as required
• Prepare desks, workstations, and initial stationery packs for new joiners and visitors

Pantry & Supplies Management

• Manage pantry inventory, including ordering supplies and daily replenishment
• Handle stationery and office supplies inventory; order and replenish stock as required
• Maintain kitchen and pantry areas to a high standard of cleanliness and hygiene
• Conduct regular stock takes of office supplies, pantry items, stationery, and cleaning goods
• Prepare and serve beverages to VIP clients and senior executives as required

Meeting & Event Support

• Set up and arrange meeting rooms as required, including seating arrangements and refreshments
• Support the setup of company events, workshops, and internal functions

Equipment Maintenance

• Operate and maintain office equipment, including printers, copiers, and fax machines
• Schedule repairs and liaise with service providers for equipment maintenance as needed

Basic Accounting & Financial Tasks

• Arrange cheque bank-in and perform basic banking errands
• Process invoices, track receipts, and complete Chrome River submission tasks as directed

Other / Ad-hoc Duties

• Provide general administrative and clerical support to the team as needed
• Perform any other work-related duties assigned by the Office Manager or supervising personnel
• Understand instructions clearly and seek clarification when in doubt

Qualifications & Requirements

• Form 5 / High School Diploma holder or above
• Minimum 3 years' relevant experience in a financial institution or professional services firm
• Good spoken English; proficiency in Cantonese and Mandarin is a plus
• Professional standard of personal presentation and grooming
• Computer literate, with the ability to place online orders, conduct internet research, and use common applications (e.g., Microsoft Office, Google Maps)
• Willing to learn, self-motivated, helpful, and possessing a strong sense of responsibility
• Ability to manage time effectively and work under pressure
• Immediately available preferred

(Job Code: VN/81133)

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