Office Assistant

Job Purpose:

To provide general administrative and operational support to the company, including HR, Accounts, Procurement and Office Administration. The role requires a responsible, organized and flexible individual who can assist different departments with daily administrative tasks and ensure smooth office operations.

Key Responsibilities

1. General Administration

• Handle filing, documentation, photocopying, scanning and data entry.
• Manage incoming and outgoing mail, emails and office correspondence.
• Pick up phone calls and Doorbells
• Assist with office supplies, stationery and general office arrangements.

2. HR & Personnel Administration

• Assist HR Manager with Workers salary and overtime calculation.
• Support onboarding and offboarding administrative procedures.
• Assist with work pass applications, renewals and related documentation.
• Maintain attendance, leave and other HR records.
• Support recruitment coordination, interview arrangements and training administration.

3. Accounts & Finance Support

• Assist with invoice processing, data entry and document filing.
• Prepare and maintain payment records and supporting documents.
• Assist in tracking outstanding invoices and payments.
• Support petty cash documentation and expense claims.
• Coordinate with the Accounts Department on invoice and payment matters.

4. Procurement & Purchasing Support

• Assist with paperwork, updating invoice details in excel
• Cover Procurement Manager in his absence by coordinating the delivery schedule.
• Maintain proper records of purchases and supplier information.

Requirements &Qualifications

• Minimum GCE 'O' Level or equivalent with accounting knowledge.
• 1–2 years of relevant accounting & administrative experience is preferred.
• 5 days work week (8:30am to 6:15pm) Mon-Fri
• Basic knowledge of MS Office, quick books, HR software
• Good communication and coordination skills.
• Able to handle multiple tasks and work independently.
• Meticulous, responsible, organized and willing to learn.
• Able to communicate with employees, suppliers and external parties.