Toa Payoh - Administrative & Business Assistant

Administrative & Business Support Executive

We are looking for a detail-oriented and proactive Administrative & Business Support Executive to join our dynamic team. This role plays a key part in ensuring smooth day-to-day operations while supporting our business development team in improving customer engagement and operational efficiency.

1. Daily Administrative Tasks & Document Management

• Organize client documents (e.g. business licenses, passport copies, signed service agreements);
• Organize internal documents (e.g. contract templates, quotation templates, client information forms, banking info sheets);
• File contracts, payment records, and project documents both in physical storage and company cloud system;
• Update and maintain basic information lists such as staff contact directories and vendor contact sheets.

1. CRM System Operations & Business Support

• Assist the business team in entering new client information into the CRM (e.g. company name, contact person, contact details, service category);
• Based on confirmed services, assist business staff in placing orders by creating sales opportunities and inputting order items (e.g. company registration, EP application, tax filing);
• Track order status in the CRM system and update client follow-up logs (e.g. call summaries, email notes);
• Extract and organize client lists from CRM for marketing campaigns, client callbacks, and monthly analytical reports.

1. Invoice & Financial Document Processing

• Based on confirmed orders, complete invoice request forms and submit to the Finance Department;
• Assist with invoice issuance and delivery to clients, including receipts;
• Organize client payment proofs and bank transfer screenshots, confirm transactions with Finance;
• Update payment tracking sheets and follow up with clients on outstanding payments.

1. Customer Service & Front Desk Support

• Answer client phone calls and redirect inquiries to the relevant business personnel;
• Respond to daily client emails (e.g. appointments, document submissions, service updates);
• Assist in preparing client welcome packs (e.g. company brochures, contract copies, name cards);
• Manage client visit records, meeting room bookings, and refreshments for visitors.

1. Business Document Drafting & Formatting

• Draft service agreements, quotations, and collaboration proposals based on information provided by the business team;
• Check client documents for completeness (e.g. passport validity, proof of address);
• Organize standard quotation templates and assist in generating customized quotations for clients;
• Assist in printing, scanning, signing, and dispatching commercial documents.

1. Order & After-Sales Follow-Up

• Create service workflow sheets based on client orders and alert relevant departments of key deadlines;
• Prepare service-related materials (e.g. registration documents, tax forms);
• Follow up on post-service feedback and client satisfaction;
• Assist clients in obtaining proof of service completion (e.g. BizFile, tax confirmation letters).

1. Internal Meetings & Event Support

• Schedule meeting times and prepare necessary documents;
• Record and distribute meeting minutes for confirmation;
• Assist in organizing festive events, staff gatherings, and client appreciation events;
• Support the marketing team with promotional materials, name card printing, and brochure preparation.

1. HR Administrative Support

• Assist in tracking employee attendance, medical leave, and annual leave;
• Organize employee records (e.g. NRIC copies, bank account details, signed documents);
• Assist in preparing onboarding kits for new hires;
• Follow up on contract renewals, resignation procedures, and return of company equipment.

1. Other Ad-Hoc Duties Assigned by Management

• Prepare work reports and statistical data as instructed by superiors;
• Assist with bilingual (Chinese-English) translation or formatting of materials;
• Carry out temporary tasks such as purchasing office supplies, booking couriers, or preparing contract materials.

Requirements:

• Diploma or above in Business Administration or a related field.
• Proficient in Microsoft Office (Word, Excel, PowerPoint).
• Strong organizational and communication skills.
• Able to work independently and manage multiple tasks efficiently.
• Positive attitude with a strong sense of responsibility.

Preferred Qualifications:

• Prior experience in administrative or business support roles is a plus.
• Basic knowledge of finance and invoicing is an advantage.
• Bilingual in English and Mandarin to effectively communicate with Mandarin-speaking clients.