Job Description

Key Responsibilities

Administration & Documentation

• Assist with daily administrative and operational tasks to support the smooth running of the office.
• Perform data entry and ensure information and records are accurately updated in company systems, spreadsheets, and databases.
• Prepare and format company documents, including letters, memos, forms, reports, meeting minutes, and other correspondence.
• Organise, maintain, and update both physical and digital filing systems.
• Scan, photocopy, file, label, and archive documents systematically.
• Maintain proper records and ensure documents can be easily retrieved when required.
• Assist in preparing supporting documents, schedules, summaries, and simple reports for management.
• Monitor and update internal records, trackers, checklists, and administrative databases.

Daily Operations Support

• Provide general administrative support to management and different departments.
• Assist in coordinating meetings, appointments, internal arrangements, and company activities.
• Follow up on documents, approvals, signatures, submissions, and other outstanding administrative matters.
• Assist with office supplies, equipment, maintenance, and other office-related arrangements.
• Communicate and coordinate with suppliers, service providers, government agencies, banks, or other external parties when required.
• Assist in preparing documents and information requested by management or other departments.
• Support day-to-day operational matters and ensure assigned tasks are properly recorded and followed up.
• Perform other administrative and operational duties assigned by the supervisor or management.

Basic HR & Accounts Support

• Assist with maintaining employee records, attendance, leave records, and other HR documentation when required.
• Assist in preparing basic HR documents such as letters, forms, and employee records.
• Assist with organising invoices, receipts, payment vouchers, claims, and other accounting documents.
• Perform basic data entry and record keeping for HR, accounts, and administrative purposes.
• Provide documentation support to the HR and Finance teams when required.

AI & Digital Workflow

• Learn and use AI tools to improve efficiency in daily administrative and operational work.
• Use AI to assist with drafting letters, emails, reports, summaries, meeting notes, and other business documents.
• Explore the use of AI for data organisation, information extraction, document checking, research, and repetitive administrative tasks.
• Assist in developing templates, checklists, prompts, and simple workflows to improve work efficiency.
• Identify repetitive manual tasks that may be simplified or improved through AI and digital tools.
• Learn to use AI responsibly while maintaining confidentiality, accuracy, and proper handling of company information.

Learning Opportunities

The intern will gain practical exposure to office administration, business operations, document management, record keeping, professional communication, basic HR and accounting administration, and the practical use of AI and digital tools in the workplace.

The internship is designed to develop strong organisation, accuracy, communication, digital literacy, problem-solving, and AI-assisted productivity skills.

Job Requirements

• Willing to Learn 
• Self-discipline
• Detail-Oriented
• Organised
• Good Time Management
• Responsible & Accountable
• Proactive
• Good Communication
• Adaptable
• Confidential & Professional
• AI & Digital Mindset
• Problem-Solving Attitude

Skills