Admin Support Assistant

Job Responsibilities:

1) Telephone & Office Administration

• Manage and attend to the daily office telephone calls.
• Receive, screen and direct calls to the appropriate personnel.
• Provide general administrative support for daily office operations.

2) Recruitment Administration

• Assist with the recruitment process for workers.
• Prepare and post recruitment advertisements.
• Receive, consolidate and maintain applicants’ responses and records.
• Liaise with the Operations Team on recruitment matters when required.

3) MOM Surveys & Submissions

• Assist with MOM surveys, submissions and related administrative requirements.
• Update and maintain workers’ information and statistics as required.
• Ensure required information is submitted accurately and within the stipulated timelines.

4) S Pass Applications & Renewals

• Assist with the application and renewal of S Passes for workers, technicians and engineers.
• Prepare and coordinate the necessary documentation and information.
• Follow up with relevant parties on application and renewal matters.

5) Ad Hoc Invoicing & Administrative Processes

• Assist with ad hoc invoicing and related administrative processes.
• Ensure invoices and supporting documents are properly prepared and maintained.

6) Term Contract Invoicing – Stage 2

• Assist with the processing of term contract invoices, including Stage 2 processes.
• Coordinate with relevant departments to ensure supporting documents and information are complete.

7) Statement of Account (S.O.A.)

• Prepare and email Statements of Account (S.O.A.) to clients.
• Upload S.O.A. and related documents to clients’ online portals where required.
• Follow up on submission requirements and ensure records are properly maintained.

8) Client Festival Gifts & Events

• Assist in coordinating and arranging clients’ festive gifts and related arrangements.
• This may include mooncakes, New Year oranges, flowers and other festive gifts.
• Liaise with suppliers and relevant parties to ensure timely delivery and arrangements.

9) Logistics & Supplier Administration

• Provide administrative support for logistics-related matters.
• Coordinate with suppliers on orders, deliveries and related requirements.
• Generate Purchase Orders (POs) for suppliers through the company system.
• Match and verify suppliers’ invoices against relevant records and update the system accordingly.
• Maintain proper documentation and records for supplier transactions.

10) Other Administrative Duties

• Perform other administrative and ad hoc duties as assigned by the Management or relevant departments.
• Provide support to the team whenever required to ensure smooth day-to-day operations.