Careers

Overview

The Administrative Assistant position encompasses a wide array of responsibilities that are crucial to the smooth functioning of administrative operations within the organization. From efficiently managing communication channels and welcoming visitors with professionalism to handling document processes meticulously and facilitating resident services, the role requires a versatile individual with strong organizational skills and a customer-centric approach. Additionally, responsibilities extend to payment and invoice management, as well as ad-hoc tasks that demand flexibility and dedication. The role of an Administrative Assistant is pivotal in maintaining efficiency and effectiveness in daily operations, requiring attention to detail, prompt responses, and a proactive attitude in handling diverse tasks with precision and care.

Job Function

Key Responsibilities:

Administrative Functions:
• Efficiently manage incoming calls, emails, and correspondence, ensuring prompt responses and proper routing.
• Welcome and assist clients, guests, and service providers with professionalism and courtesy.
• Handle incoming and outgoing mail accurately and in a timely manner.
• Facilitate resident bookings for estate facilities via various channels, handling payments and deposits effectively.
• Issue and process application forms for resident services like move-ins/outs, access cards, and more.

• Assist in the preparation, distribution, and filing of billing statements.

Document Management:
• Compile, print, label, and organize AGM/EOGM documents meticulously.
• Maintain a systematic filing system for all AGM/EOGM documents.
• Coordinate changes in bank signatories and update parking lists accordingly.
• Ensure accuracy in AGM/EOGM dates on the master list and manage necessary updates.
• Manage the preparation, distribution, and filing of circulars, letters, and other official documents.

Payment and Invoice Management:
• Monitor and handle deposits efficiently, ensuring timely returns when necessary.

Ad-Hoc Duties:
• Coordinate payment collection with vendors, ensuring smooth transactions.
• Undertake any other assigned tasks with diligence and dedication.

Working days: 5 to 5.5 days with Alternate Saturday off.

Requirements

• Diploma or higher education qualification
• Minimum of 2 years' experience in a similar administrative role
• Fluent in English with outstanding communication skills
• Proficient in office management systems and procedures

• Demonstrates adaptability and willingness to learn new systems and software
• Exhibits exceptional planning and time management abilities
• Possesses strong interpersonal, organizational, and people management skills
• Skilled in efficiently multitasking and prioritizing daily tasks
• Maintains composure and focus in high-stress situations
• Highly organized and capable of working independently
• A strong team player, contributing effectively to a collaborative work environment.