Administrative Assistant

Company Overview

We are a consultancy focused on helping clients plan further studies in Singapore. Our skilled team provides expert advice and tailored solutions to students and parents, especially those from China, to support their educational goals in a collaborative and supportive environment.

Job Summary

We are seeking an organised and service-oriented Administrative Assistant to support daily office operations, client coordination, record management, and education- and pass-related administrative tasks.

Responsibilities

• Manage appointments, meetings, correspondence, forms, digital files, and routine office records to ensure smooth office operations
• Welcome visitors and respond professionally to phone calls, emails, and client enquiries to maintain positive client relations
• Schedule appointments and update records accurately using WeEnterprise system
• Prepare meeting materials, record minutes, and follow up on action items to support effective team communication
• Assist with course enrolment and school application processes by checking documents and providing status updates
• Support pass-related submissions through authorised ICA systems following approved company procedures
• Prepare invoices and maintain simple bookkeeping and inventory records to support financial and stock management
• Coordinate office supplies, obtain quotations, liaise with vendors, and manage purchases efficiently
• Assist with recruitment administration and new employee onboarding to facilitate smooth hiring processes
• Use company-approved digital and generative AI tools to draft, summarise, research, and organise routine administrative tasks responsibly
• Verify AI-generated information for accuracy and protect confidential and personal data to ensure data integrity and privacy
• Accompany clients to schools or the Immigration and Checkpoints Authority during working hours as needed
• Perform other reasonable administrative duties related to the role to support overall office functions

Required competencies and certifications

• GCE O-Level qualification or equivalent
• Working knowledge of office administration procedures
• Proficiency in Microsoft Word, Excel, PowerPoint, email, and shared digital filing systems
• Ability to use generative AI tools responsibly for routine administrative work, including writing clear prompts and verifying AI-generated content
• Ability to communicate effectively in English and Mandarin to liaise with Mandarin-speaking students, parents, and stakeholders for clear and professional interactions
• Strong organisation, prioritisation, attention to detail, and problem-solving skills to manage multiple tasks efficiently
• Ability to handle company records and client information discreetly to maintain confidentiality

Preferred competencies and qualifications

• Administrative or customer-service experience to enhance client support and office efficiency
• Experience in Singapore’s education sector, school enrolment, or pass-related administration to better support client needs
• Experience using WeEnterprise or similar customer or appointment management systems for accurate scheduling and record-keeping
• Experience with procurement or inventory records to assist in office supply management