Administrative Assistant - Toa Payoh

About the Role

To provide overall administrative support to the Singapore Office Manager and Asia Managing Directors of Operations in ensuring smooth running of the office.

What You’ll Do

• Provide overall administrative and operational support
• Scanning, filing, copying, faxing, binding, and other documentation requirements
• Organise and maintain files and record (electronically and in hard copies)
• Assist with vendors sourcing (e.g. office equipment, courier, caterers, contractors etc)
• Liaise with contractors for office renovations and arrange building permit application with vendors
• Coordinate with building management and vendors on repair and maintenance work
• Maintain inventory of stationery order, manage and track vendors maintenance schedule Liaise with support functions (HR, Finance, Marketing, ITG etc.) on internal processes and procedures
• Provide coverage for receptionist with front of house duties, couriers and pantry supplies
• Assist Office Manger to organise and set up both internal and external meetings, conferences and networking events
• Work closely with Tea Lady to maintain office and pantry cleanliness and tidiness
• Arrange staff season parking
• Assist on new hire onboarding admin process
• Assist on visitors and external staff with building registration and provide general support to visitors
• Act as Fire Safety Marshall
• Provide clerical support to Office Manager and Managing Directors
• Run errands when required and Ad-hoc duties as assigned by the Office Manager and Managing Directors of Operations

• Prepare and submit expenses claim, vendor invoice payments and vouchers on a timely basis
• Preparation of vendor invoice payments
• Preparation of A/P vouchers and cost allocation sheet
• Manage payment deadline and assist with recording of bank receipts
• GST Filing
• Collating, analysing, summarising and reporting on pertinent business data

• Minimum “O” Levels with 5 to 6 years of administrative or related experience in consulting or multicultural environment.
• Detail-oriented with strong follow-through; accurate and efficient in task execution
• Proficient in Microsoft Office (Excel, PowerPoint, Word, Outlook)
• Strong interpersonal and communication skills across all levels
• Professional, mature, and self-motivated with a positive attitude
• Able to multitask, prioritise, and work independently with minimal supervision
• Strong analytical, problem-solving, and organisational skills
• Able to manage time effectively and meet tight deadlines
• Excellent command of English (written and spoken)
• Available to work on weekends as needed, for office maintenance and repair works.
• Able to start within short notice.