Administrative Assistant

Atkins (Singapore) currently have an immediate vacancy and invite you to provide CV’s for the position: Administrative Assistant. This role will provide administration support to the Director and the team based on the respective project. The primary function of this role will be to support the day-to-day operations across their various activities, including the development, implementation and maintenance of office management and financial administration systems, preparation of written correspondence and documentation and liaison with employees, candidates, suppliers and clients.

Job Responsibilities

The responsibilities associated with this position are broad, and include, but are not necessarily limited to the following:

• Preparation of documentation which may include; routine correspondence, draft submissions (solicited and unsolicited), press releases, client and progress reports. 

• Prepare and/or format and check outgoing correspondence and other documentation, including draft submissions and client reports

• Develop, implement, maintain and monitor administrative support services and office management systems for staff. 

• Develop, implement, maintain and monitor administrative systems including document storage and retrieval. 

• Prepare and record Purchase Orders associated with Company procurements prior to the issue of orders to suppliers.

• Undertake administrative tasks associated with the maintenance of the company’s Information Technology systems.

• Organise meetings as required, particularly for Managers including making meeting room or restaurant bookings, confirming with attendees, seeing to refreshment requirements and so on.

• Prepare routine correspondence, agendas and minutes of meeting as necessary. Circulate the agenda before meetings and minutes afterwards.

• Arrange travel itineraries and accommodation for staff when required as directed by Managers.

• Management and maintenance of client and business database.

• Undertake general administrative tasks as assigned from time to time.

• Demonstrate standards of professional behaviour and ethics that promote and maintain public confidence and trust in the work of the Company.

• Implement principles and policies to ensure the development of a productive and harmonious workplace.

   

   

  Job Requirements

   

• High level organisational skills, coupled with sound interpersonal skills, and a demonstrated record of acting at all times in a highly professional, ethical and responsible manner, with a strong personal commitment to honesty, transparency and accountability with a diverse range of people at all levels. 

• Proficiency in written and verbal English Language.

• Strong written communication skills, with a demonstrated ability to draft reports, minutes and correspondence.

• A strong understanding of word processing, data organisation and database applications, including the Microsoft Office range.

• A demonstrated high level of motivation and initiative, with a proven ability to plan and prioritise workloads under limited supervision.  The ability to work effectively under pressure and meet strict deadlines.

• Initiative and willingness to take ownership of tasks and responsibility for their quality and delivery

• Flexibility and ability to adapt to changes in environment

• Punctuality with attendance and with delivering tasks on time.

• Knowledge of, and commitment and capacity to implement, adhere to, and promote the policies of the Company.

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