Administrative Assistant - Geylang

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.