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.