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Administrative Assistant Receptionist

2 weeks ago

Central Singapore Lendlease Full time

Vita Partners is the Asia-Pacific’s largest pan-regional pure-play life science, innovation and R&D real estate platform. The platform focuses on investing, acquiring, developing, constructing, managing, and operating real estate projects in fast-growing life sciences, innovation and R&D real estate markets in Asia-Pacific. The company operates within two main segments - a high-barrier-to-entry life sciences project construction management business and a specialized investment management business. Since the 2000s, the project construction management business has worked on over 200 projects in Asia-Pacific for more than 100 blue-chip life sciences and pharmaceutical companies, with many repeat clients.

We are looking for an Administrative Assistant cum Receptionist to join our team

This position requires a detailed-oriented professional with a solid background in operations, capable of assisting with procurement process, helping to develop and implement operational systems and procedures, and addressing ground operational matters to ensure smooth day-to-day functioning of the project.

Your responsibilities include but not limited to;
- Ensure day to day safe and smooth operation of the office in all aspects
- Perform general secretarial and administrative duties, and provide support to both internal and external stakeholders
- Effective communications and willingness to assist both internal and external enquiries and feedbacks
- Manage office admin supplies and staff amenities, including budget and forecast
- Manage and coordinate staff matters and events
- Consolidate and assist to prepare reports, presentations, and tracking
- Manage and update contact details for both internal and external stakeholders
- Preparation and dissemination of relevant information (contact, minutes, letters & circulars etc)
- Prepare and process contracts, purchase orders and invoices
- Provide administrative support to the planning and monitoring of property management service delivery
- Coordinate tenant and manager requests, supply needs and maintenance schedules.
- Liaise with contractors or service providers related to housekeeping and security
- Couriers and mails coordination
- Ensure proper documentation and adherence to SOP
- Liaise with various stakeholders for monthly sales submission, yearly audit statement insurance policy submission and any other documents as required
- Schedule and arrange meetings, video conferencing, reservations and travelling arrangements
- Perform general filing, printing and documents housekeeping
- Any other task as assigned and support as required

**Requirements**:

- Minimum GCE O Level or equivalent
- Service oriented with good interpersonal skills
- Minimum 2-3 years of relevant experience
- IT savvy and proficient in MS Office Applications
- Able to work in a fast-paced dynamic environment to meet tight deadlines
- Able to work independently with mínimal supervision, with a collaborative mindset to engage with stakeholders from all levels
- Excellent communication and written skills
- Must be prepared to perform alternative Saturdays from 8:00 to 12:00

We love a challenge and solving problems. Our clients come to us when it’s important: to handle complexity, drive diversity, offer strategic and long-term value, and to create innovative solutions.