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Administrative Accounts Assistant

Employer: CELLIVATE TECHNOLOGIES PTE. LTD.
Industry: Finance and Accounts, Management
Location: Singapore

Roles & Responsibilities

SUMMARY OF POSITION:
This position is responsible for providing administrative support to Cellivate executives and teams, ensuring efficient operation of the office. The incumbent requires to be multifaceted with an extensive background in a variety of office administration duties. S/he should work well in high-pressure settings with minimal supervision in both leadership and team roles. S/he should be especially effective at fielding phone calls, coordinating with clients, and serving as the liaison between different office/lab locations.

COMMUNICATION-RELATED TASKS:
– Answering phone calls and inquiries
– Greeting clients and visitors, and onboarding new hires
– Communicating with senior managers and other colleagues
– Coordinate all types of internal and external business correspondences (procurement, shipping, marketing, supplier inquiries, etc.)
– Written communication such as compiling technical reports, meeting minutes, memorandums, and other documents
– Developing and distributing internal communications
– Assist in resolving office-related issues
– Handles staff’s business travel arrangements

SCHEDULING:
– Schedule appointments for managers, executives, and clients
– General calendar management
– Event coordination, including client lunches and office activities
– Planning company all-hands meetings
– Scheduling appropriate conference and meeting rooms
– Creating travel itineraries and travel arrangements for colleagues
– Arrange courier pickup
– Plan and arrange replenishment of office/lab supplies

ORGANIZATIONAL TASKS
– Creating and maintaining office documentation in compliance with ISO standards
– Creating filing systems
– Handle incoming and outgoing shipping documents
– Maintain stock/inventory records
– Handle various internship/grant program documentation

MANAGEMENT OF FINANCES
– Managing employee expense claims
– Managing travel expense claims
– Recording and reconciling supplier PO, DO, invoices and submitting for payment processing
– Generating project expense reports

AD-HOC TASKS
– Physical sourcing and procurement of supplies and materials
– Assist in legal document review and processing
– Sorting and distributing mail
– Schedule hiring interviews and exit interviews
– Assist in updating employee handbooks and other relevant policy documents
– Others

QUALIFICATIONS
1. Diploma or Degree in Accounting, Human Resource Management or Business Administration or equivalent
2. Minimum 3 years of business administration experience
3. Excellent verbal and written communication and interpersonal skills
4. Work independently, highly organized, and detail-oriented with excellent time management skills
5. Self-motivated with a high degree of integrity
6. Knowledge of Microsoft Office Suite (e.g., Word, Excel, etc.)

Negotiable salary depending on experience
Mondays – Fridays
9:00 am to 6:00 pm


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