Snr Admin Coordinator/West/Logistics - Part-Time

Job Description

Position Title: Snr Admin Coordinator

Employment Type: 1-Year Contract

Reporting To: Program Administrator

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Role Purpose

To provide comprehensive administrative, operational, and billing support to ensure smooth day-to-day business operations. The role includes responsibility for checking customer billing and invoicing accuracy, supporting internal coordination between operations and finance, and maintaining proper administrative documentation.

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Key Responsibilities

1. Administrative Support

• Handle general administrative duties including filing, data entry, and document management

• Prepare and maintain reports, correspondence, and presentation materials

• Maintain proper records of contracts, customer documents, and administrative files

2. Office & Operations Support

• Coordinate office facilities, meeting rooms, and office supplies

• Assist with onboarding and offboarding administrative processes

• Liaise with internal stakeholders and external vendors on administrative matters

3. Billing & Invoicing Support

• Assist in the preparation, checking, and verification of customer billing and invoices

• Ensure invoices are accurate, complete, and aligned with contracts, purchase orders, or service records

• Track billing status and follow up on outstanding invoices with internal teams

• Maintain proper records of issued invoices, billing schedules, and supporting documents

• Coordinate with finance and operations teams to resolve billing discrepancies

4. Coordination & Scheduling

• Assist in arranging meetings, appointments, and internal events

• Support logistics coordination for meetings, training sessions, and company activities

• Follow up on action items and ensure timely completion

5. Finance & Procurement Support

• Assist with purchase requisitions, invoice submissions, and expense tracking

• Support basic budget tracking and administrative cost monitoring where required

6. Ad-hoc Duties

• Provide ad-hoc administrative and operational support to managers and teams

• Undertake other duties assigned in support of overall business operations

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Requirements

Education & Experience

• Minimum Diploma in Business Administration, Accounting, Finance, or related field

• Experience in invoicing, billing administration, or finance support is an advantage

Skills & Competencies

• Proficient in Microsoft Office Apps (Basic Applications, Visio and Power Apps will be an advantage)

• Comfortable working with billing data, invoices, and basic financial documentation

• Strong attention to detail and accuracy

• Good organizational and time management skills

• Clear communication and coordination skills

Personal Attributes

• Responsible, proactive, and willing to learn

• Able to handle confidential and sensitive information professionally

• Able to manage multiple administrative and billing tasks in a structured manner

EA License No.: 96C4864

Reg. No.: R1873093 Rango Loh