Office Assistant

Job Description:

An Office Assistant, is a professional support responsible for a variety of administrative and clerical tasks to help ensure smooth day-to-day operations in our office. The role plays a key part in maintaining an organized, efficient and productive work environment and support the team with close synergies.  

Job Tasks and Responsibilities

Office Front Desk

• Welcome and assist visitors to office during office hours in a professional and friendly manner.
• Maintain a clean, organized, and presentable office environment.
• Handle incoming calls, incoming and outgoing mailings, documents courier deliveries.

Office Administration

• Act as the main point of contact for Singapore office matters.
• Order office supplies e.g. stationery inventory, and pantry items.
• Assist with office contracts, invoices claims and payments.
• (Where necessary) Liaise with vendors /IT on maintenance of office equipment (printers, computers, etc.). Coordinate with building management office, oversee workplace safety.

Internal Coordination & Support

• Assist Executive Director in organizing and responding to general emails.
• Provide on-site support in office for printing, scanning or documents delivery. Keep filing documents and maintain organized filing records for easy retrieval of information.
• Support on filling in regular reports, updating databases, prepare clean version documents for execution, follow up outstanding matters with counterparties.
• Support managers in collecting required materials, preparing documents/forms for KYC/AML onboarding process.
• Provide support for other ad hoc duties as assigned.

Qualifications & Requirements:

• Diploma in administration, management, or a related discipline.
• Working hours: Monday to Friday 9:00AM - 6:00PM (except for Singapore public holidays).
• Highly responsible, detail-oriented, self-disciplined and teamwork.
• Experienced with MS Office (Word, PDF,  Outlook, PowerPoint).
• Verbal and written English/Mandarin communication are required, due to the role will speak to English/Mandarin-speaking clients or counterparties.
• Fresh Poly & Uni graduates with no experience are welcome to apply.
• Good interpersonal and coordination abilities.

In this role, you will work closely with senior professionals in a collaborative working environment, to help the firm meet its business objectives. You will have a comprehensive exposure to gain front-to-back exposure within a licensed fund management firm, as well as opportunity for career advancement in a growing organization.