ADMINISTRATIVE ASSISTANT

Job Responsibilities

• Provide general administrative and clerical support to ensure the smooth day-to-day operations of the office.

• Handle incoming telephone calls, emails and general enquiries from clients, suppliers and other external parties in a professional and timely manner.

• Prepare, organise, scan, photocopy, file and maintain company documents, records and correspondence.

• Perform data entry and maintain accurate information in the Company's records, databases and internal systems.

• Assist in preparing letters, forms, reports, quotations, invoices and other administrative documents as required.

• Coordinate appointments, meetings, deliveries and other office arrangements.

• Assist in maintaining proper filing systems for both physical and electronic documents and ensure records are kept up to date.

• Monitor and maintain office supplies, stationery and other administrative requirements.

• Assist in processing incoming and outgoing mail, courier documents and deliveries.

• Liaise with clients, suppliers, government agencies and other external parties on general administrative matters where required.

• Provide administrative support to management and other departments as assigned.

• Assist in following up on outstanding documents and information required from clients or other parties.

• Maintain confidentiality of client, employee and company information.

• Ensure assigned administrative tasks are completed accurately and within the required timelines.

• Perform other administrative and ad-hoc duties as assigned from time to time.

Requirements

• Diploma or equivalent qualification in Business Administration, Business Studies or a related discipline.

• Relevant administrative or office support experience will be an advantage. Fresh graduates with a willingness to learn may also be considered.

• Proficient in Microsoft Office applications, including Word, Excel and Outlook.

• Good written and verbal communication skills in English.

• Good interpersonal and communication skills with the ability to communicate professionally with clients, colleagues and external parties.

• Good organisational and time-management skills, with the ability to manage multiple tasks and meet deadlines.

• Meticulous, responsible and attentive to detail.

• Able to work independently with minimal supervision as well as collaboratively as part of a team.

• Possess a positive working attitude and willingness to learn.

• Basic knowledge of office administration and document management will be an advantage.