We are seeking a detail-oriented and organized Administrative Assistant to support our Service Department in daily operations, coordination, and docum.....
We are seeking a detail-oriented and organized Administrative Assistant to support our Service Department in daily operations, coordination, and documentation.
Key Responsibilities
Handle data entry, filing, and document management
Prepare letters, reports, and meeting notes
Maintain and update records, spreadsheets, and databases
Ensure accurate data entry into service systems (e.g., Infortec, Maximo)
Monitor service contracts and track renewal timelines
Coordinate service schedules and support job planning
Assist with monthly invoicing and billing tasks
Manage incoming calls and emails, and liaise with clients, vendors, and internal teams
Assist in arranging meetings and site access
Prepare billing schedules and support accurate invoicing
Resolve billing discrepancies with the Finance team
Maintain proper documentation and filing, including contract records
Track and prepare reports on service activities (e.g., revenue, PM/CM schedules)
Maintain records of service jobs, equipment, and warranties
Support continuous improvement of administrative processes
Provide general office support (supplies, courier, basic claims/expenses if required)
Requirements
GCE ‘O’/‘A’ Level, Nitec, Diploma, or equivalent
Basic proficiency in Microsoft Office (Excel, Word, Outlook)
Good communication skills (written and verbal)
Detail-oriented, organized, and able to work independently
Prior administrative experience is an advantage but not required
Working Environment
Office-based role (with occasional site support, if required)
Suitable for candidates seeking stable working hours or returning to the workforce
