ELEVATE EVENTS Hiring! Work from Home Part-time Administrative Assistant in - Ricebowl

About the Role

We are looking for an organised, responsible and proactive Part-Time Administrative Assistant to support a Financial Consultant with daily administrative and client servicing matters.

This role involves a mix of client communication, appointment scheduling, insurance administration, claims follow-up, database management, document filing and general office support.

You will work closely with the Financial Consultant to ensure that outstanding matters are followed up, client records are kept updated, deadlines are met and day-to-day operations run smoothly.

This role provides administrative support only and does not involve independently giving financial advice or recommendations.

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Working Arrangement

Employment Type: Part-Time / Freelance Administrative Support

Working Frequency: Minimum of approximately 3 days per week

Typical Office Hours: Approximately 3–4 hours per working day

Arrangement for WFH can be discussed after probation.

Exact working days and schedule will be discussed based on operational requirements.

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Key Responsibilities1. Client Servicing & Communication

• Contact clients through WhatsApp, phone or email for administrative and servicing matters.
• Arrange, confirm and reschedule client appointments.
• Send appointment reminders and follow-up messages.
• Follow up with clients who have not responded.
• Assist with client communications relating to policies, claims, documents, reviews and appointments.
• Prepare follow-up lists and keep track of outstanding client matters.
• Update the Financial Consultant on urgent or unresolved cases.
• Guide clients on basic administrative procedures and required documents.
• Maintain professional and friendly communication with clients.

2. Client Database & Record Management

• Update and maintain the client database.
• Add new, transferred or assigned clients.
• Maintain client contact details and servicing information.
• Record appointment and review dates.
• Track policy status such as active, matured, lapsed, terminated or surrendered.
• Maintain client categories or rankings used for servicing and follow-ups.
• Record client event attendance, birthdays and other relevant information.
• Update referral and client engagement records.
• Ensure information is consistent across spreadsheets and internal systems.
• Prepare simple client statistics or summaries when required.

3. Insurance Policy Administration

• Follow up on outstanding policy requirements.
• Monitor ongoing policy servicing matters.
• Assist with administrative forms and documents.
• Send documents through platforms such as Adobe Sign when required.
• Check that clients have submitted the necessary supporting documents.
• Contact insurer support teams or relevant departments to clarify requirements when instructed.
• Track pending insurer responses and follow up when necessary.
• Organise policy certificates, correspondence and supporting documents.
• Track policy renewals and set reminders.
• Update General Insurance or Commercial Insurance tracking records.
• Properly archive completed policy documents.

4. Claims Administration

• Maintain trackers for ongoing claims.
• Record claim numbers, dates, invoices and claim status.
• Collect supporting documents from clients.
• Follow up on medical documents, receipts, invoices or other required information.
• Assist with pre- and post-hospitalisation claim documentation.
• Follow up with insurers on outstanding claims.
• Monitor whether claims are pending, approved, rejected or completed.
• Record updates and next steps.
• Escalate prolonged or unusual cases when required.
• Archive completed claim documents.

5. Appointment, Calendar & Task Management

• Manage and coordinate the Financial Consultant's appointments.
• Confirm and reconfirm meetings with clients.
• Coordinate changes in dates, times, locations or meeting format.
• Maintain reminders for important follow-ups.
• Prepare appointment and call lists.
• Highlight upcoming deadlines and scheduling conflicts.
• Update Trello or other task-management systems.
• Keep track of actions discussed during meetings and ensure follow-ups are completed.

6. Lead & Campaign Administration

• Enter lead information into authorised systems.
• Maintain lead and campaign tracking spreadsheets.
• Update the status of leads and campaigns.
• Reconcile event attendance with lead records.
• Keep campaign dates and information updated.
• Track referrals where required.
• Follow up on incomplete information.
• Prepare simple campaign summaries when requested.

7. Documentation & Digital Filing

• Maintain organised folders in Google Drive and other approved systems.
• Upload and archive policy, claims, event, invoice and receipt documents.
• Ensure documents are clearly named and stored correctly.
• Maintain monthly and yearly folder structures.
• Update Trello cards and task lists.
• Maintain Excel or Google Sheets trackers.
• Archive outdated materials.
• Ensure records are clear enough for another team member to understand and continue an outstanding matter if required.

8. General Administrative Support

• Assist with payslip-related administration.
• Check invoices and maintain expense records.
• Organise receipts and reimbursement documents.
• Maintain tax-related records and trackers.
• Follow existing SOPs for administrative processes.
• Track commissions when instructed.
• Assist with simple event costing and quotation comparisons.
• Maintain petty cash or expense records where applicable.
• Organise payment references and supporting documents.
• Maintain office stationery and basic inventory.
• Coordinate routine office purchases.
• Research equipment or service providers when required.
• Assist with basic office or IT arrangements.
• Help update SOPs and administrative guides for future team members.

Tools & Systems You May Use

Depending on the assignment, the role may involve:

• Microsoft Office (Word, Excel, Powerpoint, etc)
• Google Workspace (Calendar, Docs, Sheets, etc)
• Trello
• WhatsApp / WhatsApp Business
• Telegram
• Adobe Sign

Previous experience with every platform is not required, but you should be comfortable learning new systems and following documented processes.

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What We Are Looking For

The ideal candidate is someone who is:

• Highly organised and systematic.
• Careful with names, numbers, dates and documents.
• Responsible with follow-ups.
• Able to manage multiple outstanding matters simultaneously.
• Comfortable speaking with clients over the telephone.
• Able to write professional and friendly WhatsApp messages and emails.
• Confident communicating with vendors and external parties.
• Comfortable using spreadsheets.
• Comfortable learning insurance-related administrative procedures.
• Able to work independently after receiving instructions.
• Proactive about identifying deadlines and unfinished tasks.
• Able to distinguish between matters that can be handled independently and matters that require escalation.
• Comfortable maintaining trackers and checklists.
• Able to organise large amounts of information.
• Able to work with confidential client and policy information responsibly.
• Patient and professional when following up repeatedly.
• Willing to perform both desk-based administrative work and practical event/logistics work.

Insurance or financial-services experience is advantageous, but strong administrative ability, attention to detail and willingness to learn are more important.

Preferred Experience

Candidates with experience in one or more of the following areas will have an advantage:

• Administrative assistant or secretary work
• Personal/executive assistant work
• Customer service

Application

Please submit your resume. Shortlisted candidates will be contacted for an interview.

Pay: $11.00 - $14.00 per hour

Benefits:

• Flexible schedule
• Professional development
• Promotion to permanent employee
• Work from home

Education:

• Local Polytechnic Diploma (Preferred)

Willingness to travel:

• 75% (Preferred)

Work Location: Hybrid remote in Singapore 119960