Administrative Assistant

Administration Assistant

Location: Singapore

Working Hours: 5 Days per Week | 40 Hours per Week

About the Role

We are seeking a detail-oriented and proactive Administration Assistant to provide administrative and procurement support within a laboratory and maintenance environment. The successful candidate will play a key role in coordinating procurement activities, vendor management, document control, and invoice processing while ensuring compliance with internal audit and operational requirements.

Key Responsibilities

• Raise Purchase Requisition (PR) requests through SharePoint and coordinate with the Procurement team.
• Support purchasing, billing, and payment activities through SAP, EzyPay, Evolve, and other procurement platforms.
• Coordinate and process T-Badges and Visitor Passes for contractors, vendors, and visitors.
• Manage withholding tax documentation and processing when required.
• Follow up with vendors after Purchase Order (PO) issuance and coordinate site visits.
• Schedule vendor visits in accordance with planned maintenance activities advised by the Maintenance & Calibration (M&C) team.
• Verify that valid Purchase Orders with sufficient balances are available before confirming vendor services and arrange PO top-ups when necessary.
• Collect Delivery Orders (DOs) from the M&C team and coordinate with Warehouse personnel for Goods Receipt (GR) processing.
• Resolve GR-related discrepancies, including quantity and pricing issues.
• Verify Forms of Acceptance (FOA) and supporting documentation for Service Entry Sheets (SES) and invoice processing.
• Review and process documentation related to third-party laboratory testing. Training on the Sample Manager system will be provided.
• Investigate and resolve billing discrepancies involving vendors, laboratories, transport providers, and service contractors.
• Maintain accurate records through document scanning, filing, and archiving of calibration reports, Certificates of Analysis (COAs), and other laboratory documentation.
• Coordinate freight and logistics arrangements for overseas sample shipments when required.
• Provide general administrative support and undertake additional duties assigned by the supervisor.

Requirements

• Experience or working knowledge of SAP and Purchase-to-Pay (P2P) processes is preferred.
• Strong attention to detail with a high level of accuracy and compliance awareness.
• Good organizational and administrative skills.
• Effective communication and stakeholder coordination abilities.
• Proactive, adaptable, and able to work independently as well as within a team environment.
• Demonstrates initiative, a willingness to learn and a continuous improvement mindset.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.

Additional Information

This role involves supporting activities that are subject to audit and compliance requirements ; therefore, accuracy, documentation control, and adherence to procedures are essential.

Training will be provided for specialized systems and processes where required.

If you are an organized and detail-oriented administrative professional with procurement and SAP experience, we welcome your application. Send CV to tinchu.jualo@airswift.com or call what'sapp 65 9295 3366.