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Work Background
SingtelSenior Administrative Assistant (Group Property)
Jun. 2023Paya Lebar, SingaporeAdmin & Secretarial Support; • Calendar Management – Achieved 90% scheduling efficiency, reducing conflicts by 20%, maintained an 80% meeting attendance rate and increasing overall team productivity.
• Travel Arrangements – Anticipated VP’s needs and preferences, improving efficiency and reducing time spent on arrangements.
• Expense Management – Processed claims, generated expense reports and monitored budgets.
• Meeting Coordination – 1:1s, Directors’, team and department meetings.
• Stakeholder Liaison and Coordination – Served as a reliable point of contact. Build strong relationships with relevant stakeholders and their EAs, facilitating seamless coordination and improving meetings effectiveness.
• E-signature Solution – Enabling remote document endorsement and endorsing non-crucial/non-critical documents on VP’s behalf, reducing turnaround time.
• Purchase Orders – Assisted in raising orders and managing subscriptions.
• Provided ad hoc administrative and secretarial assistance as needed, maintaining a high level of responsiveness and ensuring smooth operation of the department. General Administrative Support to GP team; • Travel and Expense Management – Managed arrangements and processed claims via Concur.
• System Updates – Supported SharePoint and LMS updates.
• Property Tax Records – Oversaw record maintenance, compliance with IRAS billing, payment and GIRO updates, and monitored GIRO limits.
• Asset Register – Ensured accurate and up-to-date asset tracking.
• Financial Processing – Handled refunds, billing, payments and GIRO updates for external parties.
• Order Processing – Managed ad hoc service orders, purchase orders and payments for various services.
• IT Support – Addressed service requests, resolving issues..
• Event Support – Assisted with company events.
• Document Filing – Maintained organized filing system.
• Team Morale – Boosted morale through celebrations, fostering camaraderie and improving interpersonal relationships.
DL E&C Co., LtdDocument Controller (Material)
Dec. 2022 - Apr. 2023Jurong Island• Shipment Monitoring – Coordinated deliveries and maintained accurate status reports.
• Document Preparation – Prepared weekly delivery documents.
• Material Tracking – Updated received, issued and stocks list for materials.
• Material Processing – Documented material receiving, issuing and damage/shortage items.
• Information Distribution – Communicated material arrival and condition to stakeholders.
• Meeting Minutes – Recorded and distributed meeting minutes.
• Supply Ordering – Ordered site stationery and pantry supplies as needed.
• Document Filing – Maintained an organized filing systems for both electronic and hard copy documents.
SMM Pte LtdAdministrative Executive
Dec. 2020 - Dec. 2022Work From Home• Project Revenue and Costing Monitoring – Monitored project financials, ensuring accurate revenue and costing data.
• Budget Management – Requested budget increases in SAP as needed to support project success.
• Payment Oversight – Monitored incoming and outgoing payments, maintaining financial stability.
• Reports – Prepared and submitted timely reports to clients, including project financial accrual report to Finance.
• Purchasing Documentation – Processed purchasing documents in SAP, ensuring accurate cost accounting and timely project execution.
• Approval Tracking – Assisted in monitoring approvals, maintaining project progress and efficiency.
• Vehicle Rental Tracking – Monitored and tracked vehicle rentals for cost control and project support.
• Invoice and Billing Processing – Handled invoices and on-time billings for vendors and clients, ensuring financial accuracy.
• Vendor Support – Assisted vendors with inquiries, ensuring smooth collaboration and timely resolution.
• Client Communication – Responded to urgent emails on behalf of the senior facilities manager, maintaining prompt and professional communication.
• Meeting Preparation: Coordinated meeting logistics.
• Meeting Minutes: Documented meeting discussions and action items, promoting accountability and project progress.
• Document Filing – Maintained an organized filing systems for both electronic and hard copy documents, improving efficiency and easy data retrieval.
• Cross-site Coverage – Provided admin support for other project sites, ensuring consistent and reliable assistance across the organization.
Hengst Asia Pacific Pte LtdOffice Assistant
Jan. 2015 - Feb. 2015Bukit Batok, Singapore• Office Leadership – Successfully managed office operations during boss’s absence, ensuring seamless business continuity.
• Client Communication – Responded to client quotation queries in a timely manner.
• Price List Updates – Monitored and updated country-specific price lists, ensuring accurate and up-to-date records.
• Meeting Coordination – Handled meeting logistics.
• Travel Arrangements – Handled flight and accommodation bookings and visa applications.
• Claim Processing – Managed claims and reimbursements timely and accurately.
• Payment Issuance – Prepared and issued cheques for payments.
• Petty Cash Management – Oversaw petty cash, maintaining proper tracking and usage for operational needs.
• Cost Tracking – Monitored running costs of operations, ensuring financial control and optimizing resource allocation.
• Supply Ordering – Ordered stationery and pantry supplies.
• Equipment and Facility Maintenance – Ensured office equipment and facilities were well-maintained and in good working condition.
• Cleanliness – Supervised office cleaning lady, ensuring adherence to high standards of cleanliness and workplace organization.
• Document Filing – Maintained organized filing systems for both electronic and hard copy documents.
Rotating Offshore Solutions Pte LtdDocument Controller
Oct. 2014 - Dec. 2014Tuas South, Singapore• Managed documents for multiple projects concurrently.
• Ensured timely processing of project documentation through liaison with project managers, engineers and client representatives.
• Prepared document transmittals, ensured accuracy of information and proper document distribution for approval and information dissemination.
• Processed incoming and outgoing documents for clients.
• Maintained data registers; ensured accuracy of information.
• Reporting of outstanding documents list to Management weekly.
• Ensure proper filing of documents; both electronic and hard copy.
• Keep all documents in order and have an organized register and filing system for the projects.
MGM Integrated Solutions LLCProject Executive
Jul. 2014 - Sep. 2014Tuas South, Singapore• Inventoried documentation following specific records management policies and guidelines.
• Provided support for records management tasks such as creation of archive logs and final storage documentation.
• Processed and distributed documents, and maintained files in a confidential manner.
• Provided comprehensive administrative services to coordinate and maintain Good Manufacturing Practices (GMP).
• Managed released and control o updates to documents (control distribution of new releases and recall/destruction of obsolete/superseded documents).
• Prepared, formatted, copied, proof-read and assembly of regulatory submission and controlled documentation.
EnerMech Pte LtdProject Administrator
Apr. 2013 - Jan. 2014Pioneer, SingaporeProject Administrator duties; • Processing of purchasing documents from preparation of purchase quotes up to the closing of purchase orders through goods receipts in Navision to ensure timely accounting of project cost.
• Processing of suppliers’ delivery orders, liaising with project engineers and material requisitioned to ensure timely accounting and processing of suppliers’ invoices for payments.
• Monitored and managed issued purchase requisitioned for all on-going monthly services and rentals engaged for projects.
• Processing of requisitions for direct sales items, providing administrative support to commercial and logistics department towards timely delivery of direct sales items.
• Processed and updated Navision Sales Orders as per project job logs, ensuring accuracy of information for project invoicing.
• Prepared weekly and monthly project financial/job costing reports for assigned department.
• Managing, recording, filing of project documents such as risk assessments, purchasing documents (PO, DO, GRN, invoices). Processing Engineers and Technicians’ Weekly Timesheet Submission for Cranes BU; • Consolidated crane personnel timesheets and updated department personnel utilization summary sheet.
• Prepared crane personnel utilization report. General Administrative Support to BU and Purchasing Department; • Assisted with on/off barding of new employees.
• Assisted in coordinating travel arrangements for engineers and technicians whenever the need arises.
• Provided administrative support for personnel mob/de-mob for offshore/onshore project assignments.
• Provided support in preparing and providing the necessary documentation for processing of shipyard passes and coordinated as needed.
• Covered admin duties of another Project Administrator for another BU during their absence.
Schlumberger Reda Production SystemsProject Administrator
Feb. 2013 - Apr. 2013Benoi, Singapore• Served as the Document Controller.
• Ensured project documents were submitted, reviewed and sent in a timely manner according to project schedule.
• Follow-up with vendors and contractors should they fail to submit, review and send the project documents timely as scheduled.
Schlumberger Reda Production SystemsClient Training Administrator
Nov. 2012 - Jan. 2013Benoi, Singapore• Served as the Coordinator of the Client School.
• Managed Client School’s requirements in accordance to the monthly schedule.
• Prepared the training materials – Manuals, stationery, souvenirs, etc.
• Coordinated clients’ travel arrangements.
• Prepared Letter of Invitation for visa application and assistance in immigration clearance.
• Coordinated client transportation, accommodation and meals for the duration of the training.
• Prepared training room in accordance to the trainer’s requirement.
• Coordinated workshop tours with tour leaders; scheduled timings for someone to conduct the tour for the clients, complete with PPE.
• Sorted out invoices after every class ended.
• Getting manager’s approval for invoices and timely submission to Finance once approved.
• Prepared cross-charging costs to another entity/region accordingly.
Keppel Offshore & Marine, Keppel Shipyard LtdAdmin Assistant
Jun. 2011 - Sep. 2012Tuas, Singapore• Served as the Document Controller.
• Ensured timely processing of project documentation through liaison with project managers, engineers and client representatives.
• Prepared document transmittals, ensured accuracy of information and proper document distribution for approval and information dissemination.
• Processed incoming and outgoing documents for clients.
• Maintained data register, ensuring accuracy of information.
• Overall processing of documentations and proper filing of documents’ electronic and hard copy.
• Kept all documents in order and had an organized register and filing system for the projects.
• Prepared meeting logistics – Booking of meeting rooms, taking meeting minutes, prepared refreshments, snacks or lunch according to the duration and timing of the meeting.
• Served as the reliever of the Admin Executive for a 3-months period while she was away on maternity – Calendar management and administrative assistance as needed by the Shipyard’s General Manager.
Rotary Engineering LimitedAdmin Assistant
Apr. 2011 - Jun. 2011Tuas, Singapore• Ensure proper filing of project documents. • Input of data into the registers. • Assist with ad hoc duties assigned to get ready for the department’s upcoming audit.
Jurong Shipyard Pte LtdSecurity Clerical Officer
Jan. 2011 - Mar. 2011Tanjong Kling Road, Singapore• Served as the Admin Assistant for the security guards. • Ensure visitors coming into the shipyard for site visits/meetings/deliveries and candidates coming for interviews are registered and have a valid company insurance. • Issue visitors or despatch/vendors passes to them, whichever is appropriate. • Produce and issue special passes (half-yearly/yearly) applications. • Make and provide parking passes for vehicles coming into the yard. • Duties also include data entry, filing and ad hoc tasks.
ML Consulting Pte LtdCorporate Support Officer
Jan. 2010 - Jun. 2010Ngee Ann Polytechnic Library, Clementi, Singapore• Supporting the library’s Management Support Officer. • Counter duties rotation. • Generate payment reports daily and fortnightly. • Books status processing and new books processing. • Library’s housekeeping; address housekeeping/facilities issues when necessary. • Ad hoc tasks.
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