Overview
Office Admin Assistant Jobs in Singapore, Singapore at Tech Aalto
Title: Office Admin Assistant
Company: Tech Aalto
Location: Singapore, Singapore
Job Role: HR, Admin & Finance Support (Office Assistant)
Role Summary Provide day-to-day HR, office administration and basic finance support to ensure smooth office operations and timely HR/finance processes. This hands-on role supports employee lifecycle activities, office facilities, vendor coordination, meetings/calendar management and routine bookkeeping tasks.
Key Responsibilities
- HR support: assist with new hire onboarding (paperwork, system setup, induction coordination), maintain employee records, prepare HR documents (offer letters, contracts, leave forms), assist with payroll data collection and benefits administration.
- Recruitment support: schedule interviews, coordinate with candidates and hiring managers, maintain applicant tracking records.
- Office administration: manage reception duties, incoming calls/mail, office supplies and inventory, meeting room bookings and travel arrangements.
- Meetings & calendar management: manage executives’ and team calendars, schedule and coordinate internal/external meetings, prepare agendas and meeting materials, send invites and follow-ups, and ensure timely reminders and logistics.
- Facilities & vendor management: liaise with landlords, service providers and vendors; coordinate repairs, cleaning and equipment maintenance.
- Basic finance support: process purchase requests, prepare and code invoices, reconcile petty cash, assist with expense claims and basic bookkeeping entries under supervision.
- Reporting & compliance: maintain accurate HR/admin/finance logs, prepare regular status reports and support internal/external audits with documentation.
- Employee relations: be first point of contact for general HR/admin queries; escalate sensitive issues to HR.
- Ad-hoc projects: support process improvements, employee engagement activities and office events.
Required Qualifications & Experience
- 4+ years’ experience in office administration, HR/finance support or similar roles.
- Diploma or degree in Business Administration, Human Resources, Accounting, or related field preferred.
- Basic understanding of payroll processes, AP/AR workflows and employee lifecycle procedures.
- Proficient with MS Office (Excel, Word, Outlook); experience with calendar tools (Outlook/Google Calendar), HRIS/payroll/accounting software (SAP, QuickBooks, Xero, BambooHR, Workday, etc.) is a plus.
Skills & Competencies
- Strong organizational skills, attention to detail and ability to multitask.
- Good numerical accuracy and basic bookkeeping capability.
- Professional communication skills and service-oriented attitude.
- Discretion and ability to handle confidential information.
- Proactive, reliable and able to work independently with minimal supervision.
When you apply, you voluntarily consent to the disclosure, collection and use of your personal data for employment/recruitment and related purposes in accordance with the Tech Aalto Privacy Policy, a copy of which is published at Tech Aalto’s website (https://www.techaalto.com/privacy/)
Confidentiality is assured, and only shortlisted candidates will be notified for interviews.
