Assistant - Administration

Job description:

Job Summary

We are looking for an Assistant Admin. In this role, you will handle day-to-day office administration, process payments and claims, manage pantry and stationery inventory, coordinate fleet/pool cars, and deliver excellent front-desk communication

Key Responsibilities

• Manage incoming calls with professional etiquette, answer inquiries, and update the internal company directory
• Prepare payment requisitions (ePRF) and process monthly claims (telecommunications, utilities, dispatch, travel, subscriptions) via FreshDesk
• Coordinate pool car bookings, track mileage, arrange vehicle servicing, and manage monthly fuel card (Shell Fleethub) statements
• Oversee pantry stock, track administrative operating expenses (OPEX), and coordinate courier shipments (GDEX/FedEx)
• Handle corporate uniform inventory/requests, process staff welfare benefits (e.g., fruit basket requests), and maintain digital filing

Qualifications

Diploma in Business Administration, Office Management, Secretarial Studies, or a related field.

 

Skills & Abilities

• Proficient in MS Office (Excel, Word) and basic cloud storage (GWS).
•  High accuracy in checking invoices, tracking claims, and maintaining inventory.
• Strong ability to multitask, manage time efficiently, and meet monthly reporting deadlines.
• Good verbal and written communication with professional phone manners and a positive service attitude.

Expected Minimum Years of Experience

Open to Fresh Graduates or candidates with 1–2 years of experience in office administration/executive support