Job Title: Administrative Assistant

Key Responsibilities:

1. General Administration

• Provide day-to-day administrative support to the team.
• Maintain proper filing systems (physical and electronic).
• Assist with data entry, document preparation, and report compilation.
• Monitor and replenish office supplies and stationery.

2. Claims & Invoice Processing

• Process and submit claims, ensuring supporting documents are complete and accurate.
• Process invoices and maintain proper records.
• Liaise with Finance and relevant departments for clarifications.
• Ensure documentation is properly filed for audit and reference purposes.

3. Procurement & Vendor Coordination

• Source and liaise with vendors to obtain quotations for office-related purchases and services.
• Compare quotations and support cost evaluation for approval.
• Assist with general procurement of office supplies, equipment, and services.
• Coordinate with vendors on delivery timelines and follow-ups.
• Maintain proper records of purchases, quotations, and vendor details.

4. Mailroom & Reception (Secondary Support)

• Receive, sort, and distribute incoming mail and courier parcels.
• Arrange outgoing mail and courier services.
• Attend to visitors and clients professionally.
• Answer and direct phone calls.
• Manage meeting room bookings.
• Keep reception area tidy and presentable.

Requirements

• GCE ‘O’ and ‘A’ Levels, Polytechnic Diploma or higher qualifications are welcome to apply. Those with relevant experience but without the requisite academic qualifications may also be considered.
• 0–2 years of working experience (fresh graduates are encouraged to apply).
• Basic knowledge of MS Office (Word, Excel, Outlook).
• Good communication and interpersonal skills.
• Organized, detail-oriented, and able to multitask.
• Willing to provide support across different administrative functions.