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

About the Role

We are looking for a highly organised, responsible and proactive Part-Time Administrative Assistant to provide direct operational and administrative support to a Financial Consultant.

The successful candidate will be involved in the day-to-day coordination of client servicing matters, insurance documentation, claims follow-ups, appointment scheduling, client database management, filing, internal tracking and process improvement.

You will work closely with the Financial Consultant and various internal/external parties to ensure that outstanding matters are properly followed up, deadlines are met, client information is accurately maintained, and administrative processes are properly documented.

The role is suitable for someone who enjoys handling multiple responsibilities, following matters through from start to completion, communicating with clients, and creating structure around a busy working environment.

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 Responsibilities

1. Client Servicing & Relationship Administration

Provide ongoing administrative support for the servicing of existing clients.

Responsibilities include:

• Contact clients by WhatsApp, telephone, email or other approved communication channels for administrative and servicing matters.
• Arrange, confirm, reschedule and follow up on client appointments for the Financial Consultant.
• Coordinate both face-to-face and Zoom appointments.
• Send appointment confirmations, reminders and follow-up messages.
• Follow up with clients who have not responded and maintain clear records of contact attempts.
• Assist with outreach to clients who are due for policy reviews or have not met the Financial Consultant recently.
• Coordinate client communications relating to policy servicing, claims, documentation, upcoming reviews, events and administrative requirements.
• Prepare client follow-up lists and highlight urgent, overdue or unresolved matters.
• Monitor client cases and provide progress updates to the Financial Consultant.
• Escalate unresolved matters to the appropriate person where required.
• Assist clients with administrative instructions for completing forms or providing required documents.
• Maintain a professional, warm and service-oriented communication style.
• Support personalised client engagement rather than relying solely on generic mass communications.

The position supports the Financial Consultant administratively and does not independently provide regulated financial advice or make financial recommendations to clients.

2. Client Database, CRM & Records Management

Maintain an accurate and organised client database.

Responsibilities may include:

• Update and maintaining the client listing.
• Add newly onboarded clients and update transferred or assigned clients.
• Maintain client contact details, addresses and other relevant servicing information.
• Record last review dates and appointment history.
• Track client status including active, matured, lapsed, terminated, surrendered or transferred policies.
• Maintain records of orphan/transferred clients where applicable.
• Categorise or segment clients according to internal servicing criteria.
• Maintain client tiering/ranking systems used for servicing priorities, events and gifting.
• Record event attendance and client engagement history.
• Maintain birthday and milestone information.
• Update client preferences where collected through approved surveys or client forms.
• Maintain information on referrals and introductions.
• Identify missing or outdated information and follow up for updates.
• Reconcile information across spreadsheets and internal systems.
• Maintain accurate remarks so another team member can understand the status of each client and outstanding action.
• Prepare client statistics and summaries when required.
• Assist with year-end or periodic analysis of client database

3. Insurance Policy Servicing Administration

Provide administrative support policy-servicing matters.

Responsibilities include:

• Follow up on outstanding policy requirements.
• Monitor policy claim cases
• Assist with policy administrative forms.
• Prepare or send documents through approved platforms such as Adobe Sign where required.
• Provide clients with step-by-step administrative instructions for completing forms.
• Check whether required supporting documents have been received.
• Contact insurer support teams or relevant internal departments to clarify administrative requirements where instructed.
• Track pending insurer responses and follow up when necessary.
• Obtain and organise policy certificates, policy correspondence and related servicing documents.
• Maintain policy-related folders and supporting records.
• Track policy renewals and establish reminders ahead of renewal dates.
• Update relevant General Insurance or Commercial Insurance tracking sheets.
• Maintain records of policies received, renewed, amended or terminated.
• Ensure completed servicing documents are archived properly in the appropriate digital folders.

4. Claims Administration & Follow-Up

Assist with administrative coordination of client claims.

This may include:

• Maintain claims trackers for ongoing client cases.
• Record claim numbers, submission dates, invoice details, timelines and claim status.
• Collect supporting documentation from clients.
• Follow up for invoices, medical documents, boarding passes, airline notices, receipts and other documents where relevant.
• Assist with pre- and post-hospitalisation claim documentation.
• Follow up with insurers regarding outstanding claims.
• Monitor rejected, pending, approved or closed cases.
• Record insurer responses and required next steps.
• Coordinate client appointments where the Financial Consultant needs to discuss a claim.
• Maintain a clear chronology of outstanding matters.
• Escalate unusual or prolonged cases when required.
• Archive claim documents once matters have been completed.

5. Calendar, Appointment & Executive Support

Provide day-to-day scheduling support to the Financial Consultant.

Responsibilities include:

• Maintain awareness of the Financial Consultant's working calendar.
• Arrange meetings and appointments based on availability.
• Confirm appointments before the meeting.
• Reconfirm appointments where necessary to reduce no-shows.
• Coordinate changes to dates, times, locations or meeting format.
• Maintain reminders for important follow-ups.
• Prepare call lists and appointment lists.
• Highlight scheduling conflicts and upcoming deadlines.
• Communicate important calendar changes promptly.
• Schedule recurring internal review meetings where required.
• Maintain Trello or other task-management systems with current progress.
• Keep track of commitments discussed during meetings and ensure follow-up actions are not forgotten.

6. Lead & Campaign Administration

Assist with the administrative tracking of leads generated from events, campaigns, referrals and other sources.

Responsibilities include:

• Enter lead information into authorised systems.
• Maintain lead-tracking spreadsheets.
• Update campaign records.
• Track whether leads are pending, completed, dropped or otherwise resolved.
• Reconcile attendance lists against lead submissions.
• Maintain accurate campaign dates and supporting information.
• Update costings where required.
• Track referral and attendee relationships where necessary.
• Ensure information is updated consistently across systems.
• Highlight incomplete information for follow-up.
• Prepare periodic summaries of campaign activity.

7. Documentation, Filing & Digital Organisation

Maintain a well-organised digital administrative environment.

Responsibilities include:

• Maintain structured folders in Google Drive and other approved storage locations.
• Upload and archive policy documents, claims documents, event materials, invoices, receipts and communications.
• Ensure files are stored in the correct location and clearly named.
• Maintain monthly or yearly folder structures.
• Archive outdated communications and marketing materials.
• Organise screenshots and supporting records where required.
• Update Trello cards and task lists.
• Maintain trackers in Google Sheets or Microsoft Excel.
• Ensure completed tasks have supporting documentation where applicable.
• Assist with migration or restructuring of digital files when required.
• Maintain sufficient documentation so another team member can understand and continue an outstanding case if necessary.

8. Finance, Invoicing & General Administrative Support

Provide routine administrative support relating to office and business expenses.

Responsibilities may include:

• Prepare or organise payslip-related administrative records.
• Check invoice information.
• Maintain receipts and expense documentation.
• Assist with reimbursement submissions.
• Maintain tax-related receipt folders and trackers.
• Follow established tax-filing SOPs.
• Track relevant commissions when instructed.
• Maintain General Insurance commission records.
• Assist with event costing.
• Compare quotations and purchase costs.
• Maintain petty-cash or expense documentation where applicable.
• Organise proof of payment and transaction references.
• Maintain office stationery and basic inventory.
• Coordinate routine office purchases.
• Research equipment or service providers when requested.
• Assist with simple IT/office arrangements such as printers, company phones or other equipment.
• Assisting with updating of SOP 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