Admin Assistant @ Jalan Boon Lay (1 year renewable agency contract)

Key Responsibilities

1. Administrative & Operational Support

• Provide day-to-day administrative support to the department.
• Manage meeting room bookings, logistics, and catering arrangements for division and group meetings
• Prepare and distribute meeting materials, agendas, and minutes when required.
• Maintain departmental records, filing systems, and documentation.
• Track action items and follow up on outstanding matters.
• Support onboarding and offboarding administrative activities.

2. Calendar & Meeting Coordination for Division & Model Factory

• Coordinate appointments and meetings for GMs.
• Schedule internal and external meetings and ensure availability of venues and resources.
• Prepare meeting invitations and circulate relevant materials in a timely manner.
• Assist in maintaining accurate calendars and updating changes promptly.
• Support virtual, hybrid, and physical meetings where required.

3. Travel, Claims & Procurement Administration

• Assist GMs & SMs with travel request submissions and supporting documentation.
• Coordinate purchase requisitions, quotations, and procurement documentation.

4. Events & Visitor Management of Division & Model Factory

• Support the planning and execution of S&A events, visits, and engagement sessions.
• Coordinate event registration, logistics, venue setup, and attendee communications.
• Prepare event materials, name tags, attendance lists, and feedback forms.
• Provide onsite event support when required.
• Assist with reception and visitor registration duties during lunch or staff absences.

5. Office Administration & Staff Support

• Monitor office supplies and coordinate replenishment for L5 office.
• Support workplace housekeeping initiatives and office notices in L5.
• Assist in coordinating wellness, engagement, and team bonding activities.
• Help maintain departmental communication channels and noticeboards.

6. Continuous Improvement & Digital Adoption

• Assist in maintaining departmental SharePoint sites and digital repositories.
• Provide feedback on administrative processes to improve efficiency and user experience.

Requirements

1. Competencies

• Strong organizational and multitasking abilities.
• Good written and verbal communication skills.
• Ability to work independently and collaboratively with a positive attitude
• Strong attention to detail and follow-through.

2. Technical Skills

• Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Microsoft Teams and SharePoint.
• Exposure to M365 Copilot, Power Automate, or digital workplace tools is a plus.