Administrative Assistant cum Receptionist (One North)

Vita Partners is the Asia-Pacific’s largest pan-regional pure-play life science, innovation and R&D real estate platform. The platform focuses on investing, acquiring, developing, constructing, managing, and operating real estate projects in fast-growing life sciences, innovation and R&D real estate markets in Asia-Pacific. The company operates within two main segments – a high-barrier-to-entry life sciences project construction management business and a specialized investment management business. Since the 2000s, the project construction management business has worked on over 200 projects in Asia-Pacific for more than 100 blue-chip life sciences and pharmaceutical companies, with many repeat clients.

We are looking for an Administrative Assistant cum Receptionist to join our team!

This position requires a detailed-oriented professional with a solid background in operations, capable of assisting with procurement process, helping to develop and implement operational systems and procedures, and addressing ground operational matters to ensure smooth day-to-day functioning of the project.

Your responsibilities include but not limited to;

• Ensure day to day safe and smooth operation of the office in all aspects
• Perform general secretarial and administrative duties, and provide support to both internal and external stakeholders
• Screening calls, visitors and responding to emails and general phone enquires appropriately
• Effective communications and willingness to assist both internal and external enquiries and feedbacks
• Manage office admin supplies and staff amenities, including budget and forecast
• Manage and coordinate staff matters and events
• Consolidate and assist to prepare reports, presentations, and tracking 
• Manage and update contact details for both internal and external stakeholders 
• Preparation and dissemination of relevant information (contact, minutes, letters & circulars etc)
• Prepare and process contracts, purchase orders and invoices
• Provide administrative support to the planning and monitoring of property management service delivery
• Coordinate tenant and manager requests, supply needs and maintenance schedules.
• Liaise with contractors or service providers related to housekeeping and security
• Couriers and mails coordination
• Ensure proper documentation and adherence to SOP
• Liaise with various stakeholders for monthly sales submission, yearly audit statement insurance policy submission and any other documents as required
• Schedule and arrange meetings, video conferencing, reservations and travelling arrangements
• Perform general filing, printing and documents housekeeping
• Any other task as assigned and support as required
   

Requirements:

• Minimum GCE O Level or equivalent
• Service oriented with good interpersonal skills
• Minimum 2-3 years of relevant experience
• IT savvy and proficient in MS Office Applications
• Able to work in a fast-paced dynamic environment to meet tight deadlines
• Able to work independently with minimal supervision, with a collaborative mindset to engage with stakeholders from all levels
• Excellent communication and written skills
• Must be prepared to perform alternative Saturdays from 8:00 to 12:00

We love a challenge and solving problems. Our clients come to us when it’s important: to handle complexity, drive diversity, offer strategic and long-term value, and to create innovative solutions.  

If you feel this position is suited to your skills, experience, and career aspirations, please apply on the link.

Vita is committed to being a diverse and inclusive employer of choice by engaging, enabling and empowering our people. All qualified applicants will receive consideration for employment and we are happy to consider flexible working arrangements. Inclusion sets us all up for success and we particularly encourage applications from currently under-represented groups in our industry including those who self-identify as women, black, Asian, minority ethnic, lesbian, gay, bisexual, transgender and/ or disabled.