Administrative Assistant / Officer

Location: Singapore Working Hours: Monday – Friday | 8.30 am – 5.30 pm Jupiter Protection Pte Ltd is a leading regional provider of Integrated Security, Safety and Critical Infrastructure Solutions with operations in Singapore, Malaysia and Indonesia. We deliver innovative solutions across Data Centres, Government,Defence, Commercial Buildings, Industrial Facilities and Mission-Critical Infrastructure. As our business continues to expand, we are looking for a proactive, organised and detail-oriented Administrative Assistant / Officer to support our corporate administration, HR coordination and office operations. Key Responsibilities Human Resource Administration Assist in: Coordinate the end-to-end recruitment process, including job advertisements, interview arrangements, onboarding and employee orientation. Administer employee leave records, attendance and HR documentation. Coordinate monthly payroll inputs and supporting documentation for submission to the Finance Department for payroll processing. Maintain employee personnel files and ensure all records are accurate, confidential and up to date. Administer Work Pass applications, renewals, cancellations and liaise with the Ministry of Manpower (MOM) where required. Coordinate the annual performance appraisal process and maintain appraisal records. Maintain employee training records, coordinate training registrations and monitor mandatory training requirements. Administer staff claims and reimbursement documentation in accordance with company policies and coordinate with the Finance Department for processing. Office Administration Assist in: Manage the day-to-day office administration to ensure smooth and efficient operations. Prepare correspondence, reports, presentations and meeting minutes. Maintain company records, filing systems and document control (both physical and electronic). Coordinate office supplies, office equipment, subscriptions, utilities and administrative service providers. Arrange travel bookings, accommodation and logistics for employees and Management when required. Organize company meetings, staff engagement activities, etc. Maintain company assets and inventory records. Liaise with external vendors, government agencies and business partners on administrative matters. Quality,Compliance & Digitization Assist in: Maintain and control company documentation in accordance with the Integrated Management System (ISO 9001, ISO 14001 and ISO 45001) and bizSAFE Star certification. Support internal and external ISO audits by maintaining quality records and administrative documentation. Assist in maintaining company licenses, registrations, insurance policies and statutory compliance records. Support the Company's digitalisation initiatives, including Microsoft 365, SharePoint, HRM system, electronic document management and workflow automation. Assist in ESG data collection, corporate reporting and continuous process improvement initiatives. General Support Provide administrative support to Management and various departments. Assist Project Managers with administrative documentation and coordination where required. Ensure compliance with company policies, procedures and statutory requirements. Perform any other duties and responsibilities assigned by the Group General Manager. Requirements Diploma or Higher NITEC in Business Administration, Office Management or a related discipline. Minimum 2 years of administrative experience. Experience in the construction, engineering, ELV or security systems industry will be an advantage. Good knowledge of Microsoft Office (Word, Excel, Outlook and PowerPoint). Experience with Microsoft 365, SharePoint or cloud document management is an added advantage. Excellent organisational and time management skills. Excellent written and spoken English. Ability to communicate effectively in Mandarin will be an added advantage for supporting communications with Mandarin-speaking customers, suppliers, and business associates where required. Able to work independently while supporting a collaborative team environment. Positive, proactive, and self-motivated with a high level of integrity, honesty, professionalism, accountability, and strong attention to detail. What We Offer Five-day work week. 14 days Leave and medical benefits. Performance and career development opportunities. Professional training and continuous learning. Friendly and supportive working environment. Opportunity to grow with a regional integrated security an…