We're looking for a highly organised and reliable Administrative Assistant to join our team in Singapore. The ideal candidate will be a seasoned professional with a proven track record in administrative support, exceptional attention to detail, and the ability to efficiently manage a diverse range of tasks. This role requires flexibility and the willingness to travel to client locations within Singapore as needed.

 

Key Responsibilities

 General Administrative Support:

   * Manage and maintain office supplies inventory, placing orders as needed.

   * Handle all incoming and outgoing correspondence (emails, mail, faxes).

   * Organize and maintain both physical and digital filing systems with precision.

   * Schedule and coordinate meetings, appointments, and travel arrangements effectively.

   * Prepare and format professional documents, presentations, and reports.

   * Answer and direct phone calls with professionalism and courtesy.

   * Assist with accurate data entry and database management.

   * Provide general support to visitors, ensuring a welcoming environment.

   * Maintain a tidy and presentable office environment.

 

Financial Administration:

   * Petty Cash Management:

     * Maintain accurate records of all petty cash transactions.

     * Disburse petty cash funds according to company policy, ensuring proper receipts are obtained.

     * Regularly reconcile petty cash accounts and prepare timely reimbursement requests.

     * Ensure all petty cash transactions are properly authorized and documented.

  

Basic Accounting Support:

     * Process and reconcile staff expense reports.

     * Assist with efficient invoice processing and tracking.

     * Support the preparation of financial reports by compiling relevant data.

     * Liaise with the finance department on administrative aspects of accounting processes.

 

Off-site Data and Documentation Management:

   * Travel to various client locations across Singapore to securely collect and deliver documents, data, and other materials.

   * Ensure the confidential handling of all sensitive information during transit.

   * Verify the accuracy and completeness of all collected data and documentation.

   * Maintain clear and consistent communication with the office regarding schedules and progress of off-site tasks.

   * Adhere strictly to all company and client protocols while on client premises.

 

Requirements

 * Proven experience (e.g., 5+ years) as an Administrative Assistant or in a similar administrative role, with significant exposure to financial administration.

 * High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

 * Exceptional organizational and time management skills, with a demonstrated ability to prioritize tasks effectively in a fast-paced environment.

 * Excellent written and verbal communication skills in English.

 * A high degree of accuracy and meticulous attention to detail, particularly in financial record-keeping and data handling.

 * Strong ability to work both independently and collaboratively as part of a team.

 * Professional demeanor, strong interpersonal skills, and a proactive attitude.

 * Comfortable with frequent travel to various client locations within Singapore.

 * Demonstrated stability in previous roles and a mature approach to problem-solving and workplace interactions are highly valued.

 

To Apply

Interested candidates are invited to submit their resume and a cover letter detailing their relevant experience and suitability for this vital role.