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Administrative Accounts Assistant

Industry: Finance and Accounts
Location: Singapore

Roles & Responsibilities


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.

– 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

– 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

– 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

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

– 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

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

Location: 25 International Business Park, #05-109D German Centre, Singapore 609916

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