Total 6 talent acquisition specialist job vacancies in Administrative / Clerical category in d10 ardmore bukit timah holland road tanglin

Job Title: Admin Support Specialist

Job Description:

We are seeking a motivated and organized Admin Support Specialist to assist with various administrative tasks, including managing quotations, handling project accounts, and responding to inquiries across social media and email. The ideal candidate will have strong Excel skills and excellent communication abilities.

Key Responsibilities:

• Quotation Management: Create and manage simple quotations using Excel, ensuring accuracy and timely updates.
• Project Account Management: Assist in maintaining project accounts in Excel, tracking expenses, and providing regular updates to the team.
• Inquiry Management: Respond to inquiries received via social media platforms and direct email, ensuring a professional and prompt response.
• Administrative Support: Provide general administrative support as needed, including data entry, filing, and maintaining records.

Requirements:

• Proficiency in Microsoft Excel (formulas, charts, etc.).
• Strong communication skills, both written and verbal.
• Experience with social media platforms and customer engagement.
• Excellent organizational skills and attention to detail.
• Ability to work independently and manage multiple tasks effectively.

Preferred Qualifications:

• Previous experience in an administrative role.
• Familiarity with project management tools is a plus.
• Basic understanding of accounting principles is beneficial.

1. Handling Phone Calls

2. Attending to walk-in (parents,students,vendors etc)

3. Filling, typing and printing

4. Maintain General Office Storeroom and inventory of office supplies, First aid supplies and maintain the sick bay.

5. Other ad hoc duties.

Daily onsite 8am to 5pm , work life balance job

As an Administrative Executive within the Business Development Team, you will play a crucial role in supporting the team's operations and ensuring efficient coordination of business development activities. You will be responsible for handling administrative tasks, managing schedules and facilitating communication within the team and with external stakeholders and the ability to multitask effectively.

Key Responsibilities:

1.Administrative Support:
• Manage the daily administrative tasks of the Business Development Team.
• Organize and schedule meetings and events arrangements for team members.
• Prepare and distribute correspondence, memos, presentations and reports as needed.
• Maintain accurate records and files both in physical and electronic formats.

2.Communication and Coordination:
• Act as a liaison between the Business Development Team and other departments or external parties.
• Coordinate for meetings and events.
• Ensure effective communication within the team and with external stakeholders.

3.Data Management:
• Assist in the collection, analysis and presentation of data related to business development initiatives.
• Maintain databases and CRM systems, ensuring data accuracy and integrity.
• Generate reports and summaries based on collected data for management review.

4.Project Support:
• Support the implementation of business development projects and initiatives.
• Track project progress, deadlines and deliverables.
• Assist in the preparation of project proposals, budgets and presentations.

Requirements:
• Minimum Degree in Business Administration or equivalent.
• At least 1-year relevant working experience.
• Proven experience as an Administrative Executive, Administrative Assistant or similar role.
• Strong organizational and time management skills.
• Excellent written and verbal communication abilities.
• Proficiency in MS Office (Word, Excel, PowerPoint).
• Attention to detail and problem-solving skills.
• Ability to multitask and prioritize daily workload.

Attributes:
• Team player with a positive attitude and strong interpersonal skills.
• Ability to work independently and under pressure.
• Proactive and resourceful in handling challenges.
• Willingness to learn and adapt to new technologies and methodologies.
• Ability to resolve problems quickly and effectively and determining appropriate courses of actions.

Job Summary:

We are seeking an organized and detail-oriented Administrative Support Specialist to join our team. The Administrative Support Specialist will play a crucial role in ensuring the efficient operation of our office by providing administrative support, managing various tasks, and assisting with bookkeeping and payroll duties. The ideal candidate is a proactive problem solver with excellent organizational and communication skills.

We are a company committed to the growth and development of our employees, offering mentorship and support to equip our staff with the skills and knowledge for career progression.

Key Responsibilities:

Administrative Support:

• Provide general administrative support such as handling phone calls, emails, and office correspondence.
• Maintain and organize office files, documents, and records.
• Other ad hoc admin duties.

Bookkeeping and Payroll:

• Assist with bookkeeping tasks, including data entry, expense tracking, and invoice processing.
• Collaborate with the finance team to ensure accurate and timely payroll processing.
• Prepare GST and financial reports as needed.

Operations Assistance:

• Assist in coordinating office operations, including ordering supplies and maintaining office equipment.
• Support the onboarding process for new employees by providing administrative and logistical assistance.
• Assist in daily office and company operations needs.
  

Client and Vendor Communication:

• Interact with clients, vendors, and partners professionally and promptly.
• Handle inquiries and resolve issues or redirect them to the appropriate team members.
  

Qualifications:

• Proven experience in an administrative support role.
• Strong proficiency in office software and bookkeeping software would be advantage.
• Excellent communication and interpersonal skills.
• Attention to detail and strong organizational abilities.
• Ability to handle sensitive information with discretion and maintain confidentiality.
• Able to work independently without supervision.
• Basic knowledge of bookkeeping and payroll processes is a plus.
• High density personality.

Additional Information:

• This position may require occasional overtime or flexibility in working hours.
• Training will be provided on company-specific software and processes.
• Will be moving office to Wcega Plaza, Bukit Batok in June 2024

About The Company

Our client is a leading software provider across the region. With offices across the globe, they aim to aid businesses in their digital transformation journey through cutting-edge technology products. As business activities continue to pick up, they are currently seeking an Administrative Specialist to join their team.

Your Future Role:

Reception

• To be the first point of contact for all visitors, calls/faxes and to redirect calls to the relevant departments
• To manage the company post, ensuring that all post is collected daily and on time, special/recorded delivery items are sent correctly
• Procure postal and courier services as and when required

Travel Desk

• Book travel arrangements including flights, train tickets, hotels, rental cars etc. for local and international staff
• Coordinate multi-day itineraries and travel arrangements for international staff, liase with their department and act as first point for the visitor
• Book travel arrangements for clients and candidates (internal interviews)

Office Administration

• To ensure the smooth running of the office.
• Ordering office stationery and other general office supplies (e.g. water, coffee) and equipment and ensuring supplies are kept at an optimum level.
• Update email groups, provide office related communications (e.g. parking, changes in office etc)
• Organize and coordinate internal events, like quarterly events and trainings
• Other administrative duties as required
• Liase with facility manager, e.g. regarding office lease paperwork, rental of parking spaces etc.
• Maintain lists for office keys, sim-cards, parking cards etc.
• To be responsible for facilities management including the organization/supervision of office maintenance, repair work and cleaning contractors.
• To be responsible for health and safety for the office, and fire evacuation procedures.

Finance

• Scanning local invoices, obtain approval and sending to SSC
• Archiving of invoices and expense reports
• AR collection support on case to case basis
• Support Finance team for all overdue invoices and credit issues.
• Ensure communication between cross-functional departments to ensure backlog invoices are paid or identify issues with customers

Sales Administration / Legal

• Support sales team with contract archiving (e.g. when physical copies need to stay in country) & ensure contracts are countersigned and copies sent to customer and stored in Contracts repository, depending on country organisation
• Support required levels of communication with other internal members to ensure orders are booked through to invoicing.
• Onboard Process for New Employees: Communication to all govt departments, ordering SW/HW Infrastructure, SIM Card, Health Insurance process, Access Keys, Stationery, together with HR

Requirements:

• At least 2 years relevant experience in business operations, administrative work and travel arrangements
• Excellent command of written and spoken English
• Knowledge and ability to use proficiently standard office computer software, including word processing, databases and spreadsheets
• Ability to demonstrate trust and confidentiality in the provision of administrative support
• Well-developed time management skills and the ability to prioritize

EA Licence: 17C8713

Multimedia

• Main responsible for Events/Course photography and video production.
• Design of flyers, poster for our Events/Course.
• Marketing campaigns for our childcare, student care, Café and Temple related projects to boost its promotional efforts – Social Media Marketing.
• Manage the creation of relevant and engaging digital content for publishing onto various digital platforms.

Admin & IT support:

• Manage our Donation app & provide IT support for MS software and hardware.
• Manage our website and email accounts.
• Assist in daily collection and banking of money from our Café and Temple.
• Any other ad-hoc/administrative duties as instructed by superior.

Qualifications & Skills

• Minimum a Bachelor Degree in IT Application Development.
• Candidates with relevant working experience would be an advantages.
• IT savvy.
• Proficient in Photoshop, Illustrator and InDesign.
• Proficient in photography and video editing.
• Good in Chinese and English language.
• Self-motivated, creative, collaborative, team player, easygoing, kind, flexible, meticulous, willing to learn, passionate and competent.
• Is a team-player and willing to work collaboratively and flexibly.

Location : High Street Centre

Working hours : Monday to Friday from 8.30 am to 6.00 pm