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Urgent! Admin Assistant (Front Desk & Operations) Job Opening In Singapore, Singapore – Now Hiring Counselling and Care Centre

Admin Assistant (Front Desk & Operations)



Job description

Summary

We are seeking a capable and emotionally intelligent Admin Assistant to join our Centre.

This role combines front desk responsibilities with operational support, making it ideal for someone who thrives in a dynamic, client-facing environment.

As the first point of contact, this role is key in creating a calm, safe, and professionally managed reception experience and is well suited for individuals with excellent organisational skills, strong interpersonal communication, and a proactive, solutions-oriented mindset.

Working hours

  • Tuesday, Thursday, and Friday: 9.00 a.m. to 6.00 p.m.
  • Monday and Wednesday: 12.30pm to 8.30pm.

Key Responsibility Areas

Front Desk Duties

  • Greet clients and visitors with warmth and professionalism;
  • Manage daily front desk duties including phone and email enquiries, appointment scheduling, and client correspondence systemically on the CRM system;
  • Process fee payments;
  • Provide general administrative support;
  • Support the Clinical Director with routine report preparations.

Operational Duties

  • Oversee the cleanliness, presentation, and readiness of common areas;
  • Manage inventory and place orders for office;
  • Liaise with vendors to ensure timely resolution of maintenance and facility issues;
  • Support compliance with safety, access, and security protocols;
  • Provide basic AV system troubleshooting and liaise with vendors where necessary;
  • Coordinate catering and refreshments for internal events and meetings.

Ad-hoc Duties

  • Provide occasional support for internal events, meetings, including preparation of materials, setting up spaces etc.;
  • Assist with short-term administrative tasks such as data entry etc.;
  • Provide support to colleagues during absences or peak periods.

Experience

Minimum 2 years of experience in a reception, office coordination, or facilities support role (ideally within healthcare, wellbeing, or client-facing setting) is preferred.

Skills

  • Good computer literacy, including confidence with email systems, online calendars, spreadsheets, and CRM systems;
  • Good with MS Office;
  • Strong understanding of professional boundaries and the importance of confidentiality in a therapeutic setting.

Competencies

  • Excellent communicator with warmth, clarity, and respect, both verbally and in writing;
  • Able to manage multiple priorities while maintaining a high standard of detail and follow-through;
  • Anticipates needs, takes initiative, and resolves issues efficiently;
  • Genuinely invested in creating a welcoming, supportive experience for every individual;
  • Remains calm and capable in the face of change or unexpected challenges;
  • Ability to work onsite during agreed hours, with punctuality and consistency.

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Required Skill Profession

Operations & Business Administration



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