Administrative Assistant

Roles & Responsibilities

Office administration

• Manage daily office administrative activities and ensure smooth office operation.

• Answer incoming calls and respond to general enquiries.

• Manage incoming and outgoing mail, courier services, and deliveries.

• Maintain office filing system, both electronic and hardcopy.

• Monitor office supplies and coordinate purchasing of stationery and office consumables.

• Coordinate maintenance of office equipment and facilities.

• Support company events and meetings.

• Arrange for staff training and travel bookings.

• Perform other administrative duties assigned by management.

Sales Administration

• Assist to support sales enquiries.

• Generate sales orders and process customer purchase orders.

• Maintain customer records and sales documentation.

• Monitor order status and update customers on delivery schedules.

• Assist in CRM data entry and updates.

Procurement support

• Prepare purchase orders.

• Track suppliers lead time.

• Maintain procurement records.

• Assist in inventory and stock documentation.

• Coordinate shipment and delivery documentation.

Finance support

• Support expense claim administration.

• Assist in monitoring customer payments.

• Coordinate with external accountants on administrative matters.

• Maintain records of supplier invoices and payment document.

Qualification

• GCE ‘O’ Level / NITEC, Diploma, or equivalent qualification.

• Diploma in Business Administration or related fields is an advantage.

Experience

• 2-5 years of administrative experience

• Experience in an engineering, construction, HVAC, or instrumentation company is an advantage.

Skills

• Proficiency in MS Office.

• Good document management skills.

• Excellent organizational and time management skills.

• Good written and verbal communication skills.

• Customer service-oriented.

• Positive attitude and willingness to learn.

• Ability to work independently and as part of a team.

• Able to multitask and prioritise work effectively.

• High level of integrity and confidentiality.

Tell employers what skills you have

Document Management
Written and Verbal Communication Abilities
Teamwork
Microsoft Office
Microsoft Excel
Maintaining Filing Systems
Organise Company Events
Invoicing
Inventory of Office Supplies
Administration
Answering Telephones
Data Entry
Office Administration
Multitasking
Accounting
Time Management
Administrative Support
Team Player
Customer Service
Able To Work Independently