Operations Administrative Assistant
Salary undisclosed
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Job brief
Waypoint is looking for a proactive and detail-oriented Operations Administrative Assistant to join our team. The ideal candidate will provide essential support across multiple areas of our business, ensuring smooth day-to-day operations. This role requires strong organizational skills, excellent communication abilities, and the capacity to handle a variety of tasks simultaneously.
Key Responsibilities:
- Gathering, collecting, and preparing information for the team.
- Transfer data from emails, repositories, reports, documents into database software.
- Identify critical data and report to the supervisor/team lead.
- Updating and maintaining database, archives, and filing systems.
- Reviewing all information for accuracy and informing the supervisor/team lead.
- Review data for deficiencies or errors, correct any incompatibilities if possible.
- Verify data by comparing it to source documents and check output.
- Update existing data.
- Support team in the correction of existing and previous data that is in the software system.
- Conduct research and gather information to support ongoing and upcoming projects.
- Assist with the closing of projects, ensuring all tasks are completed and documented appropriately.
- Manage invoices and handle communications with suppliers and vendors.
- Facilitate cross-team communication to ensure smooth operations and coordination across departments.
- Provide administrative support, including preparing project offers and proposals.
- Handle supplier management, including communicating with vendors, negotiating contracts, and ensuring timely delivery of services.
- Assist in planning and scheduling meetings, conferences, and appointments.
- Maintain office supplies and coordinate with external service providers.
- Provide support to senior staff as needed, handling a variety of administrative tasks.
- Perform other related duties as assigned to contribute to the smooth running of the office.
- Maintain organized records and ensure the timely completion of administrative tasks.
Requirements:
- English(B2+)
- Singapore Citizen or a Permanent Resident(PRs)
- Proven experience as an administrative assistant or similar role.
- Maritime Industry experience preferred
- Experience with MS Office and data programs.
- Familiarity with administrative duties
- Excellent verbal and written communication skills.
- Excellent knowledge of correct spelling, grammar, and punctuation
- Attention to detail.
- Organizational skills, with an ability to stay focused on assigned tasks.
- Good understanding of databases and digital filing systems.
- The ability to manage and process high volumes of data accurately.
- Ability to communicate with team when an issue is encountered.
- Ability to work independently and meet tight deadlines.
- Familiarity with invoicing, vendor management, and project documentation is a plus.
- Multitasking and proactive.
- Dynamic
Job brief
Waypoint is looking for a proactive and detail-oriented Operations Administrative Assistant to join our team. The ideal candidate will provide essential support across multiple areas of our business, ensuring smooth day-to-day operations. This role requires strong organizational skills, excellent communication abilities, and the capacity to handle a variety of tasks simultaneously.
Key Responsibilities:
- Gathering, collecting, and preparing information for the team.
- Transfer data from emails, repositories, reports, documents into database software.
- Identify critical data and report to the supervisor/team lead.
- Updating and maintaining database, archives, and filing systems.
- Reviewing all information for accuracy and informing the supervisor/team lead.
- Review data for deficiencies or errors, correct any incompatibilities if possible.
- Verify data by comparing it to source documents and check output.
- Update existing data.
- Support team in the correction of existing and previous data that is in the software system.
- Conduct research and gather information to support ongoing and upcoming projects.
- Assist with the closing of projects, ensuring all tasks are completed and documented appropriately.
- Manage invoices and handle communications with suppliers and vendors.
- Facilitate cross-team communication to ensure smooth operations and coordination across departments.
- Provide administrative support, including preparing project offers and proposals.
- Handle supplier management, including communicating with vendors, negotiating contracts, and ensuring timely delivery of services.
- Assist in planning and scheduling meetings, conferences, and appointments.
- Maintain office supplies and coordinate with external service providers.
- Provide support to senior staff as needed, handling a variety of administrative tasks.
- Perform other related duties as assigned to contribute to the smooth running of the office.
- Maintain organized records and ensure the timely completion of administrative tasks.
Requirements:
- English(B2+)
- Singapore Citizen or a Permanent Resident(PRs)
- Proven experience as an administrative assistant or similar role.
- Maritime Industry experience preferred
- Experience with MS Office and data programs.
- Familiarity with administrative duties
- Excellent verbal and written communication skills.
- Excellent knowledge of correct spelling, grammar, and punctuation
- Attention to detail.
- Organizational skills, with an ability to stay focused on assigned tasks.
- Good understanding of databases and digital filing systems.
- The ability to manage and process high volumes of data accurately.
- Ability to communicate with team when an issue is encountered.
- Ability to work independently and meet tight deadlines.
- Familiarity with invoicing, vendor management, and project documentation is a plus.
- Multitasking and proactive.
- Dynamic