Job Description

We are looking for three (3) organised, responsible and proactive Administration Assistants to provide administrative and coordination support across different functions within the organisation. Each successful candidate will be assigned to one primary area of responsibility based on suitability, strengths and business requirements.

Job Requirements

Responsibilities

Corporate Office Administration

•  Provide general administrative and clerical support to the Corporate Office 
• Prepare, print, scan, photocopy, organise and file documents in a systematic manner 
• Maintain meeting rooms, reception areas, pantry supplies and general office readiness 
• Assist with basic documentation, data entry, record keeping and simple research as assigned 
• Manage day-to-day office supplies, stationery, courier arrangements and other routine administrative requirements 
• Obtain quotations from vendors and suppliers and prepare basic comparison summaries 
• Liaise and follow up with vendors and service providers on routine administrative matters 
• Assist with meeting arrangements and other day-to-day Corporate Office matters 

Management Administration

• Provide administrative and coordination support to Management on day-to-day business matters 
• Assist in preparing, formatting, compiling and updating proposals, presentations, agreements, MOUs, letters and other business documents 
• Assist in compiling information and supporting documents for business, corporate, investment and project-related matters 
• Organise and maintain Management-related documents, correspondence and records 
• Assist in coordinating internal and external meetings, including calendar invitations, meeting arrangements and reminders 
• Maintain simple trackers for pending matters, important deadlines, renewals, expiry dates and outstanding actions 
• Follow up with internal teams and relevant external parties on documents,information and actions as instructed 
• Handle confidential company and Management information appropriately 

Systems & Digital Administration

•  Provide administrative support for the company's day-to-day systems, digital accounts and related services 
• Assist in maintaining records of company domain names, website hosting services, email accounts, software licences and subscriptions 
• Maintain trackers for renewals, subscriptions, licences and expiry dates 
• Assist with the creation and maintenance of employee email accounts and approved user access 
• Assist in coordinating system and account requirements for new employees 
• Maintain proper records of company devices, software licences, user accounts and access information 
• Liaise with service providers and vendors on quotations, subscriptions, renewals and routine system-related matters 
• Assist employees with basic Microsoft 365 and Office usage where required 

Requirements

Qualifications & Experience

• Diploma or bachelors degree in business administration, management or a related field.
• 3 to 5 years experience in related administrative roles; fresh graduates are encouraged to apply.
• Candidates with relevant administrative experience will have an added advantage.
• Willingness to be assigned to one primary area of responsibility based on suitability and business needs.

Hard Skills & Knowledge

• Proficient in Microsoft Word, Excel and PowerPoint, and comfortable using email and Microsoft 365.
• Able to maintain accurate records, handle confidential information and prepare straightforward reports.
• Experience using simple trackers for renewals, deadlines, assets and licence management.
• Basic capability to obtain vendor quotations and prepare clear comparison summaries.

Soft Skills & Qualities

• Good organisational and follow-up skills, with strong attention to detail and a responsible work ethic.
• Positive attitude, willing to learn and able to work independently with guidance or collaboratively as part of a team.
• Good written and verbal communication skills in English and Mandarin; proficiency in Mandarin is required.
• Professional, discreet and reliable when handling sensitive Management or company information.

Skills