About the Role

We are looking for a proactive and detail-oriented Administrative Assistant to support the smooth running of our office and daily operations. As a growing company in the field of AI for preventive healthcare, this role is important in keeping things organised across travel, documents, logistics, and admin tasks.

You will mainly support our core business, while helping with basic administrative tasks across three other related companies. The majority of your time will be focused on the main company, and the rest shared evenly among the other three.

This is a great opportunity to gain experience across different parts of a growing business group. As the company grow, there may be opportunities to take on a larger role or grow into a senior admin or coordinator position.

Key Responsibilities

1. Sales Documentation & Operations Support

• Prepare and process quotes, purchase orders, delivery orders, invoices, and related logistics documentation.
• Assist in tracking shipments, coordinating with suppliers, and maintaining digital records for operational transparency.

2. Travel & Meeting Arrangements

• Assist the CEO with hotel and flight bookings for business travel.
• Coordinate travel itineraries and ensure timely confirmations and documentation.

3. Expense Claims Management

• Collect and compile team expense claims with complete supporting documentation.
• Submit consolidated claims to the accounts department twice monthly.

4. Office & Pantry Management

• Be the point of contact for the cleaning lady and oversee cleanliness of the office.
• Ensure cleaning supplies, water, tissue, coffee, and tea are regularly stocked for pantry needs.

5. General Administrative Support

• Provide day-to-day administrative assistance as required by management.
• Support in scheduling meetings, taking minutes, and tracking follow-ups.
• Coordinate courier and local shipment needs.
• Help prepare and manage reseller documentation, product certifications, and other business paperwork.
• Maintain and update vendor, customer, and contact databases.
• Assist with basic finance support, such as scanning receipts and preparing submission documents.

Additional Responsibilities (As Required)

• Support in logging and following up on RMA (Return Merchandise Authorization) cases.
• Assist in organizing internal meetings or product training sessions.
• Coordinate event logistics for meetings or small-scale workshops.
• Help format reports or documents related to business compliance or applications.
• Support preparation of marketing or sales presentation materials.

Qualifications and Skills

• Minimum Diploma in Business Administration or related discipline.
• 1-2 years of experience in administrative or office support roles preferred.
• Strong organizational and communication skills.
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Responsible, resourceful, and able to handle confidential information with discretion.
• Able to work independently and collaboratively to support key business activities.
• Able to contribute to the efficiency and professionalism of our operations.
• Comfortable working in a small, fast-pace, and growing company environment.
• The position is open to Singaporean and Permanent Residents only.

Why Join Us?

• Be part of a company that's innovating in the field of AI for preventive healthcare.
• Contribute to meaningful work that impacts lives through early detection and accessible technology.
• Grow your role in step with the company's regional and global expansion.
• Enjoy a collaborative and supportive team culture.