Administrative Assistant

We are seeking a highly organized and detail-oriented individual to join our team as an Administrative Assistant. You will be responsible for a variety of administrative tasks to support the smooth functioning of our front and business office. The successful candidate will have excellent organizational and communication skills, as well as a strong attention to detail.

Key accountabilities:

a) Inventory/Equipment management and procurement
• Provide administrative support, including ordering stationary and office supplies, as well as maintaining office equipment and machines.
• Handle Purchase Requisition, Goods Receipt, and Work Order tasks as required for the Business Office.
• Process cheque requisitions for adhoc payments as needed.
• Monitor and raise reminders before service contracts expire.
• Collaborate with vendors to schedule preventive and maintenance services according to service contracts.

b) Organisation of department document
•Organize and maintain proper filing of documents within the department.
• Scan case notes into the hospital archival system promptly.

c) Secretariat support to HOD
• Assist the HOD with administrative tasks and ensure the staff listing is updated in case of staff movements.
• Coordinate room reservations for meetings and send reminders to participants.
• Provide logistics support for office events and workshops, including organizing and coordination.
• Set up necessary accounts (email, shared folders, etc.) for new hires.

d) Handling of department calls and despatch mails
• Collate daily received cheques and forward them to the Headquarters for accurate posting and documentation.
• Open incoming mails and letters directed to the Head of Department (HOD) and ensure efficient processing and error-free approvals.
• Answer telephone calls in a courteous and polite manner, route callers, and take messages when necessary.

e) Perform other related duties as assigned or requested by the HOD and superiors.

Qualifications & Experience:

• Higher NITEC with preferably 2 years working experience (Healthcare related / Accounting / Finance / Banking Hospitality / Mass Communication / Marketing)
• Proficient in using office software, such as Microsoft Office Suite)