Administrative Assistant

Administrative Assistant (Mail Services) – Singapore

Acclime is a premier professional services firm in Asia, dedicated to guiding corporate clients through their expansion and operations across the region. Since our establishment in 2019, we’ve grown to over 1,700 professionals across 18 markets—making us the fastest-growing firm in our sector. We offer a full suite of advisory and implementation services, including accounting, tax, fund administration, corporate secretarial, payroll, and other essential business services.

Key Responsibilities

Mail Management and Support

• Daily collection and recording of incoming mail and couriers on Excel.
• Sorting and processing mail received based on instructions indicated in Excel for clients, including but not limited to scanning and emailing to relevant parties.
• Handing over mail received for internal management and staff and checking for next required steps (if any).
• Processing both local and overseas couriers as requested by clients or colleagues and recording in internal cost sheets on Excel once arranged.
• Processing of outgoing mail as requested by clients or colleagues and recording in outgoing mail sheets on Excel once processed.

Client List Maintenance

• Acting as the gatekeeper of the master list
• Updating new clients’ details
• Recording each engagement’s annual value per service
• Updating respective teams’ budgeted hours

Update Software and Information Systems

• Updating Agility’s Records
• Updating Xero’s Practice Manager

Administrative Assistance

• Arranging documents to and from the Notary Office
• Coordinating courier services
• Printing share certificates and affixing common seals

Reception Support (Cover for Main Receptionist)

• Answering incoming calls through Microsoft Teams phone, transferring incoming calls to the recipient through Teams ID, and noting messages if there is no response and informing the recipient through Teams Chat.
• Making outgoing calls when internally requested to, and transferring outgoing calls through Teams ID to requester.
• Receiving or handing over courier packages and any envelopes or files provided in person.
• Welcoming guests or partners arriving for meetings, informing relevant any person in the office, and directing guests or partners to assigned meeting rooms and offer drinks as needed.

Company Secretarial Support

• Printing share certificates, affixing common seals, and scanning to the requester.
• Scanning statutory documents received, transferring soft copies to Microsoft Sharepoint, and notifying the requester.
• Submitting documents in-person at the bank.

Accounts Support

• Providing One Time Password (OTP) through office banking mobile or physical banking tokens to requesters.
• Scanning accounting records such as bank statements and expenses, transferring soft copies to Microsoft Sharepoint, and notifying requesters.
• Any other ad-hoc jobs as assigned by supervisors.

Requirements

• Administrative and mailroom operations support
• Strong document management and record-keeping skills
• Proficient in Microsoft Excel, Teams, and office systems
• Professional communication and front-desk support
• High attention to detail and confidentiality handling