Roles & Responsibilities
Job Overview
We are seeking a highly organized, reliable, and meticulous Part-Time Administrative Assistant to join our team. This role is perfect for a individual seeking a genuine work-life balance, such as a student, a parent, or a semi-retiree, who can commit to two fixed days per week. The successful candidate will be the backbone of our office operations, ensuring smooth administrative functioning through efficient purchasing, meticulous document management, and professional client communication.
Key Responsibilities
1. Procurement and Purchasing :
- Source and purchase gifts, office supplies, equipment, and other necessary items as directed.
- Obtain and compare quotes from vendors to ensure cost-effectiveness.
- Manage low-value procurement processes and maintain records of purchases.
- Coordinate with suppliers regarding delivery schedules and any order discrepancies.
2. Document Management :
Scanning : Operate scanning equipment to digitize physical documents, letters, and contracts.Filing : Maintain both physical and digital filing systems, ensuring all documents are accurately labeled, sorted, and stored for easy retrieval.Organization : Ensure the office's physical and electronic records are kept up-to-date, confidential, and in compliance with company policies.3. Client Communication :
Email Management : Monitor and respond to client emails promptly and professionally, redirecting complex queries to the appropriate team member when necessary.Message Handling : Reply to client inquiries received via other channels (e.g., WhatsApp, contact form on website) in a courteous and helpful manner.Communication Logging : Update client records and internal systems with notes from interactions to ensure continuity.4. General Administrative Support :
Provide ad-hoc administrative support to team members as required on your working days.Assist with basic data entry and the preparation of simple reports or correspondence.Help in maintaining a tidy and organized office environment.Person Specification
Qualifications & Experience :
Minimum GCE 'N' / 'O' Levels or equivalent.Prior experience in an administrative, clerical, or office support role is preferred but not essential.Experience with procurement or vendor management is a plus.Skills & Competencies :
Organizational Skills : Exceptional ability to prioritize tasks, manage time effectively, and maintain order in a fast-paced environment.Attention to Detail : Meticulous and accurate in all aspects of work, from filing to communication.Communication Skills : Excellent written and spoken English; ability to communicate professionally and clearly with clients and colleagues.Tech Savvy : Proficient in Microsoft Office Suite (especially Word, Excel, and Outlook). Familiarity with cloud storage (e.g., Google Drive, Dropbox) and basic office equipment (scanner, printer).Reliability : Punctual, dependable, and able to commit consistently to the fixed 2-day schedule.Proactive & Independent : A self-starter who can work with minimal supervision and take initiative to solve problems.Accounting knowledge is a plus but not a must.Working Conditions & Schedule
Days : A fixed 2 days per week. The specific days are to be mutually agreed upon and fixed upon hiring.Hours : Standard office hours on those days (e.g., 9 : 00 AM - 6 : 00 PM), with a one-hour lunch break.This is a part-time position.Work location is primarily on-site at our office in home office above Jurong Point (Boon lay), Commonwealth Lane and Clients place.We thank all applicants for their interest, but only shortlisted candidates will be contacted.
Tell employers what skills you have
Outlook
Document Management
Microsoft Office
Google Drive
Purchasing
Reliability
Data Entry
Procurement
Logging
Vendor Management
Attention to Detail
Communication Skills
Administrative Support
Ability to Prioritize
