Administrative Assistant

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.