Administrative Assistant (Part-time)

Responsibilities

• Reception & Visitor Management:
• a. Receive and register visitors, ensuring a professional welcome.
• b. Manage walk-in traffic and direct visitors to relevant stakeholders in a timely and discreet manner.
• c. Upkeep the reception area, in line with corporate presentation requirements.
• d. Ensure meeting rooms are prepared and reset according to schedule, including set-up and housekeeping coordination as needed.
• Communications & Executive Support:
• a. Manage the main telephone line, including call screening, message-taking, and accurate call routing.
• b. Handle general enquiries in a professional manner, ensuring timely responses and appropriate escalation when required.
• c. Coordinate Senior Management calendars and appointments, proactively managing conflicts and priorities.
• Office Services &Facilities Coordination:
• a. Perform routine checks of office and meeting room facilities to ensure operational readiness.
• b. Liaise with contractors and service providers to arrange repairs and preventive maintenance.
• c. Monitor inventory levels and coordinate procurement of office and pantry supplies in accordance with internal procedures.
• d. Arrange business travel (flights, accommodation, visas, and ground transport) and support the submission of expense claims.
• Administrative Support & Business Coordination:
• a. Coordinate internal meetings and events, including logistics, materials preparation, and room/venue set-up.
• b. Maintain accurate records and documentation, including filing, scanning, photocopying, archiving, and retrieval.
• c. Receive, record, and distribute incoming mail and correspondence, including cheques, in accordance with internal controls.
• d. Coordinate courier and delivery arrangements, ensuring timely dispatch and receipt of items.
• e. Provide additional administrative support and undertake ad-hoc duties as assigned.

Requirements

• Able to commit 5 working days (Monday to Friday) from 9.00 a.m.to 1.00 p.m.
• Professional, well-groomed, and service-oriented, with a positive and calm demeanour
• Strong interpersonal and communication skills; prior experience in a customer service role is an advantage
• Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint) and comfortable learning new systems
• Able to handle confidential information with discretion and maintain a high level of integrity
• Able to multitask in a fast-paced environment and work independently with minimal supervision
• Candidates who can start immediately will be prioritised

Additional Information

Provide administrative and office services support to ensure smooth day-to-day operations, including reception, executive scheduling, facilities coordination, and general administrative duties. This is a part-time engagement.

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Company Intel

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