admin assistant

2 weeks ago

Singapore 777 LOGISTICS Full time $30,000 - $60,000 per year
Roles & Responsibilities :-
1. Office Administration & Coordination
  • Manage day-to-day office operations and ensure smooth workflow.
  • Maintain office supplies inventory and place orders when required.
  • Coordinate with vendors, service providers, and contractors.
  • Organize and maintain a clean, efficient, and professional work environment.
2. Communication & Correspondence
  • Answer and direct phone calls, emails, and messages promptly.
  • Draft, proofread, and distribute letters, memos, and notices.
  • Act as the first point of contact for internal staff and external clients.
  • Relay accurate information between departments and management.
3. Scheduling & Calendar Management
  • Maintain schedules, appointments, and meetings for managers and executives.
  • Coordinate meeting rooms, prepare agendas, and arrange necessary equipment.
  • Send reminders and follow up on action points.
  • Support event planning such as workshops, training, or company activities.
4. Documentation & Record Keeping
  • Maintain organized filing systems (both digital and physical).
  • Ensure proper storage of confidential and sensitive information.
  • Prepare reports, presentations, and spreadsheets when required.
  • Update databases, records, and logs regularly.
5. Support to Management & Staff
  • Assist managers in administrative tasks to improve efficiency.
  • Provide clerical support for projects and departmental activities.
  • Help with employee onboarding and training coordination.
  • Serve as a link between management and staff for smooth communication.
6. Financial & Administrative Support
  • Assist with preparing invoices, expense reports, and petty cash handling.
  • Track and reconcile office expenses within the approved budget.
  • Support basic bookkeeping and financial record maintenance.
  • Liaise with accounts team for vendor payments and reimbursements.
7. Travel & Logistics Management
  • Arrange domestic and international travel bookings (flights, hotels, transport).
  • Prepare itineraries and ensure smooth travel arrangements.
  • Handle logistics for events, meetings, and corporate functions.
  • Process travel-related reimbursements.
8. Meeting & Event Support
  • Organize internal/external meetings, workshops, and conferences.
  • Prepare meeting minutes, distribute notes, and track follow-ups.
  • Coordinate catering, seating, and multimedia requirements.
  • Support event planning and execution for company functions.
9. Compliance & Policy Adherence
  • Ensure all administrative activities comply with company policies.
  • Assist in audits and regulatory reporting.
  • Maintain confidentiality of sensitive documents and communications.
  • Support HR or compliance teams with required documentation.
10. Customer & Client Interaction
  • Welcome visitors, clients, and stakeholders in a professional manner.
  • Provide information and direct them to the appropriate department.
  • Handle queries and escalate issues to the right person when necessary.
  • Maintain good relationships with clients through effective communication.
11. Technology & Systems Support
  • Use office software such as MS Office, spreadsheets, and databases efficiently.
  • Assist staff with basic IT issues or coordinate with IT support.
  • Update and maintain company portals or management systems.
  • Support digital filing and paperless initiatives.
12. Project Assistance & Coordination
  • Support managers in project planning, scheduling, and tracking progress.
  • Collect, compile, and analyze information for project reports.
  • Coordinate with cross-functional teams for smooth execution.
  • Assist in research and data management related to projects.
13. Team Collaboration & Support
  • Collaborate with HR, Finance, and Operations teams for administrative tasks.
  • Provide guidance to junior admin staff or interns.
  • Assist in training sessions and workshops for employees.
  • Encourage team efficiency by providing timely support.
14. Ad-hoc & Miscellaneous Tasks
  • Handle special tasks assigned by management.
  • Assist with process improvements and workflow efficiency.
  • Provide flexible support across departments as per organizational needs.
  • Take initiative to identify and solve small operational issues.
16. Human Resources Administrative Support
  • Maintain employee records, attendance, and leave tracking.
  • Assist in preparing contracts, letters, and HR documentation.
  • Help organize training sessions and employee engagement programs.
  • Support payroll processing by providing required documentation.
17. Confidentiality & Professionalism
  • Maintain strict confidentiality of sensitive company data.
  • Handle executive-level communications with discretion.
  • Ensure professionalism when dealing with internal and external stakeholders.
  • Uphold the company's image and reputation in every interaction.

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