Part Time Office Administrator

2 weeks ago

Singapore IN FOCUS COUNSELING & THERAPY SERVICES Full time

We are a professional practice offering counselling, psychotherapy, coaching, consultation and professional training services. We help clients facing a myriad of life’s problems, stresses and challenges. It is our profession and our belief in helping people through their struggles and grow to live a more fulfilling life.

We are looking for a Part Time Office Administrator to support this practice in our operations and who shares with us our belief in the work we do. This role is suitable for someone responsible, proactive, meticulous to details, able to work independently while at the same time deeply cares about other people’s experiences and believes in team accountability and vision.

**Responsibilities**:

- Perform back end office related administrative support matters;
- Perform clerical work such as, filing and maintaining an efficient filing system for all documentation, regular housekeep of files and records, preparing relevant documents for meeting agenda and meeting minutes;
- Perform administrative and logístical support function for trainings and workshops such as registration, preparing training materials, venue coordination and refreshments;
- Manage scheduling of appointments and meetings;
- Perform book keeping tasks such as invoicing, monitoring accounts receivable, budget tracking, month-end closing activities and maintaining accurate financial records and statements;
- Purchase and maintain office supplies, equipment, and furniture, including liaising with vendors as and when required;
- Draft marketing materials, such as brochures and website information, and update them periodically;
- Plans, initiates, and organises administrative activities;
- Work independently, as well as be part of the team, to accomplish multiple tasks;
- Be clear with client confidentiality requirements in the counselling profession and comply with relevant ethical standards and in-house procedures and policies to safeguard client confidentiality and data protection;
- Build collaborative relationships with counsellors to achieve In Focus goals, objectives and vision;
- Perform other general administrative and ad hoc duties assigned;
- Participate in in-house training where relevant

**Requirements**:

- Responsible, reliable, meticulous, organised and with a good eye and strong attention to details;
- Able to multi-task, manage time and prioritise tasks;
- Adaptable and flexible to change, while maintaining quality work and deadlines;
- Strong organisation, time management, interpersonal and communication skills (both written and verbal);
- Relevant experience in office administration and customer service;
- Outstanding customer service skills;
- Proficient in English;
- Proficient in Microsoft Office tools;
- Ability to understand online and social media marketing is an added advantage;
- Min GCE "A" level/ Diploma & above;
- 5 working days (3 hours per day)
- $800 - $1000 per month
- Location at Orchard Plaza, walking distance to Somerset MRT station

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