Job Description:

• Administer pass application for workers including liaising with insurance companies
• Coordinate and register training courses & government training grant application
• Maintain corporate risk assessment & safe work procedures
• Handle foreign workers Workman Injury Claims
• Liaise with local authorities (i.e. Minister of Manpower, BCA and CPF) and legal solicitor pertaining to worker’s injury
• Oversee welfare of the construction workers
• Maintain workers records in the system
• Provide administration support for relevant departments within the organization
• General office administration document control, sourcing and purchasing of office equipment.

Job Requirement:

• Diploma / Bachelor’s Degree equivalent
• To be able to have leadership qualities to lead a team
• Candidate with relevant experience is a plus.
• Knowledge for Singapore Employment Act and Workplace Safety and Health Act
• Good communicator where both written and verbal communication skills are key
• Good reporting skills and interpersonal skills
• Discretion, good judgment, organizational and management ability
• A keen eye for detail
• Ability to multi task and work under pressure in a fast-paced environment
• Ability to work independently or with minimal supervision

Human Resources (HR) and Administrative (Admin) Officer / Executive

Job Description & Requirements

We are currently seeking a dedicated Human Resources (HR) and Administrative (Admin) Officer / Executive to play a critical role in supporting the human resource, finance, IT, and operational administration of our Council.

Human Resource Responsibilities:

● Plan and coordinate recruitment, on-boarding and off-boarding materials and processes, appraisal exercises and training for employees and interns

● Work with stakeholders to provide manpower administration, including preparation of Job Descriptions, selection of potential candidates, scheduling of interviews, negotiation of compensation packages, and offer letter preparation.

● Handle work pass and corporate credit card applications, issuance, renewals and cancellations,

● Maintain and organise staff personnel records

● Process claims of government grants and subsidies, such as maternity leave and childcare leave applications, training subsidies, as and when needed

● Plan and organise staff events and welfare programmes

● Serve as the primary contact for employee HR inquiries.

● Take ownership of monthly payroll processing and reporting, and actively contribute to the review, enhancement, and maintenance of HR policies and procedures.

Administration Responsibilities:

● Manage office mail, facilities, equipment (including IT and software) and supplies.

● Handle all documentation matters, including the issuance of appointment letters, coordination of annual Conflict of Interest declarations, safekeeping and organisation of compliance and policy documents.

● Monitor and facilitate applications and renewals for essential corporate administration tools, including but not limited to broadband, telephone services, and insurance coverage.

● Support meetings and events, and governance matters as and when required

● Act as a fire warden for the Council.

Payment Processing:

● Process bank payments and staff claims.

● Prepare payment and claim reports.

Other Corporate Services:

● Perform additional duties and responsibilities as assigned.

Requirements:

● Positive, approachable, and problem-solver with excellent communication skills

● Degree/Diploma in any field.

● Proficiency in MS Office. Comfortable working with IT and software, when required.

● Proven experience in an HR and Admin or similar role.

● Meticulous, highly organized, and adept at multitasking.

● Able to work independently and collaboratively in a fast-paced environment.

Join us in this challenging and rewarding role where your skills will contribute to the success and growth of our mission to transform the lives of persons with disabilities through sport. If you are ready for a new and exciting opportunity, apply now and become an integral part of our dedicated team!

Our team is seeking a dynamic and detail-oriented bilingual administrative assistant to join our professional team. As a member of our company, you will assist in daily administrative tasks in a fast-paced, diverse environment and provide support to the team.

Position: Bilingual Administrative Assistant (Chinese and English)

✅ Responsibilities:

• Input and verify daily orders, shipments, and invoices.
• Input and verify daily purchase orders, and check wholesale prices.
• Receive goods and organize them in the warehouse systematically.
• Process received payment orders and archive them in order.
• Manage online sales platforms, update platform information and content promptly, and handle platform orders of the day.
• Produce 2 content videos per week (content videos of our company’s products or services).
• Assist management in handling daily affairs.
• Conduct timely inventory checks and provide necessary ordering information promptly.

✅ Requirements:

• Excellent proficiency in both spoken and written Chinese and English.
• Relevant experience in administrative or assistant roles.
• Strong organizational skills and time management abilities.
• Excellent communication and coordination skills.
• Proficiency in using office software such as the Microsoft Office suite.
• Ability to maintain focus and accuracy in a fast-paced work environment.
• Team player willing to go above and beyond when necessary.
• Preferably Male as requires some inventory keeping.
• Malaysians are welcomed to apply

✅ We Offer:

• Competitive salary and benefits.
• Dynamic and diverse work environment.
• Opportunities for growth and development.

✅ Application Method:

Please email your resume and a cover letter explaining on why you are the suitable candidate for this position to: [email protected]

Please ensure that you include “Bilingual Administrative Assistant Application” as the email subject.

We look forward to having you join us in achieving the company’s vision and goals together!

-Maintains staffs by recruiting, selecting, orienting, and training employees.

-Supervises staffs by communicating job expectations, appraising job results, and disciplining employees.

-Sets policies and procedures for training, coaching, counseling, and career development for staff.

-Initiates and coordinates goals, deadlines, and projects for their department.

-Develops and implements policies and procedures to improve operations and function of the department.

-Leading and/or participating in meetings

-Monitors and procures needed supplies for office, reception, mailroom, and kitchen.

-Ensures a safe, secure, and well-maintained facility that meets environmental, health, and security standards.

-Manages the maintenance and repair of machinery, equipment, and electrical and mechanical systems.

-Planning, implementing and supervising the company’s financial strategy

-Managing the company’s financial accounts, payroll, budget, cash receipts and financial assets

-Handling the company’s transactions and debts and doing cash flow forecasting

-Following proper accounting procedures to reach financial objectives

-Monitoring and analyzing financial accounting data

-Creating financial reports based on data analysis

Are you familiar with Japanese culture?

Not necessary to speak Japanese!

Job Description

• Liaise/follow up with property agents for expat housing related matters (including minor repairs for the house.)

• Process claims application for expatriates via BIPO.

• Manage proper aircon servicing contract records with appointed Master Aircon vendor.

• Review and processing of invoices (e.g. aircon contractor, handyman, laundry services, furniture rental etc.).

• Ensure proper update of rental listing and records for accurate monthly rental payment.

• Necessary support for Expat moving in/out of Singapore.

• Any other ad-hoc duties as per assigned

Job Requirements

• Experience in expat management (liaising with property agent, familiar with TA, coordinating minor repairs, etc) will be an advantage

• Proficient in Microsoft Office (Words, Excel, Outlook etc)

• Experience in processing invoices/payments via systems

• Basic admin knowledge

• Minimum “O” levels

• Minimum 2 years of relevant working experience

About Sheng Hong Arts Institute:

Sheng Hong Arts Institute is a renowned institution dedicated to nurturing artistic talent and promoting cultural enrichment within the community. With a commitment to excellence and a passion for the arts, we offer a range of programs and events designed to inspire creativity and foster artistic growth.

Position Overview:

We are seeking a highly organized and detail-oriented Administrative Assistant to join our team. The ideal candidate will play a crucial role in ensuring the smooth and efficient operation of administrative tasks, including rostering, scheduling, invoicing, and maintaining website information. This position offers an exciting opportunity to contribute to the success of our institute and make a positive impact on the arts community.

Key Responsibilities:

• Manage and maintain accurate rosters of students and instructors.
• Coordinate class schedules, rehearsals, and events, ensuring optimal utilization of resources.
• Generate and process invoices, track payments, and manage accounts receivable.
• Provide administrative support to faculty and staff, including scheduling appointments, preparing documents, and managing correspondence.
• Update and maintain website content, including class schedules, event calendars, and program information.
• Assist in the coordination of special events, performances, and exhibitions.
• Respond to inquiries from students, parents, and the public in a professional and timely manner.
• Perform general office tasks such as filing, copying, and data entry.
• Collaborate with other team members to support the overall mission and goals of the institute.

Qualifications:

• Proven experience in administrative support roles, preferably in an educational or arts-related setting.
• Excellent organizational skills with the ability to prioritize tasks and meet deadlines.
• Strong attention to detail and accuracy in data management.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and experience with scheduling software.
• Familiarity with website content management systems (CMS) and basic HTML/CSS knowledge preferred.
• Effective communication skills, both written and verbal.
• Ability to work independently as well as part of a collaborative team.
• Passion for the arts and a commitment to promoting cultural enrichment within the community

Responsibilities:

1. Record accurate and comprehensive meeting minutes.
2. Act as a liaison to ensure effective communication between all stakeholders.
3. Serve as a bridge/window between the company, vendors, and customers.
4. Handle various administrative tasks, including but not limited to the company's property rental matters, grant applications, recruitment, and HR-related issues.
5. Assist in managing Profit and Loss (P&L) statements.
6. Contribute to financial planning and reporting processes.
7. Adhoc tasks and other duties as assigned
   

Requirements:

• Experienced in administrative roles.
• Strong organizational and multitasking skills.
• Exceptional communication and interpersonal abilities.
• Proficient in Microsoft Office Suite.
• Discretion and confidentiality in handling sensitive information.
• Entry level is welcomed

Job Description

To Provide administrative support, ensuring efficient operations with the company.

Responsibilities

• Attend to incoming and outgoing telephone calls.
• Attend to incoming and outgoing emails.
• Issue invoice and delivery orders
• Data Entry of sales report
• Update inventory stock
• Any ad-hoc duties if required

Requirements

• Proficiency in MS Office
• Minimum GCE "O" Level
• Good interpersonal and communication skills
• Independent and able to work with minimum supervision
• Knowledge of MYOB software

Responsibilities for Administrative Manager

• Provide standard clerical duties as assigned, including faxing, copying, mailing, and communicating with clients
• Organise meeting schedules for various departments
• Respond to incoming communications, such as phone calls and emails
• Assist in filtering and forwarding communications to proper individuals and departments
• Create written and typed reports, including memos and business letters
• Help organize small to large-scale events and provide ongoing assistance during events
• Assist in handling of human resources activities, including payroll and personnel databases
• Monitoring, coordinating, and scheduling related to suppliers, vehicle workshops, and other third-party provider.
• Tabulating, summarising, and monitoring data related to Vehicle Maintenance Cost.
• Assist the operations manager in creating the employee's work schedules and assigning their daily tasks
• Assist in the recruitment process by coordinating interviews and onboarding processes.
• Maintain employee records and ensure compliance with HR policies.

Job Requirement

• Proficiency in English

• Exemplary planning and time management skills

• Ability to stay calm and on-task in high-stress situations

• Strong knowledge of today’s office technology, and computer software including MS Office

• Ability to multitask and prioritize daily workload

• High level verbal and written communication skills

• Discretion with personal and confidential information

• experience as an Office Administrator is a plus point

• Minimum Degree holders

Job Summary

• 5.5-day work week (Monday to Saturday)
• Working hours: Mon to Fri: 7.30 am to 4.30 pm
• Working hours: Saturday: 7.30 am to 1.00 pm
• Location: 10 Kaki Bukit Road 1, KB Industrial Building #01-25 Singapore 416175

If interested, please forward a copy of your resume.

We regret that only shortlisted candidates will be notified

Manage multiple accounts; develop positive working relationships with all customer touch points

· Drive client retention, renewals, upsells and client satisfaction

· Work closely with Associate Account Managers and Ad Operations on day-to-day operational processes including campaign set-up, receipt of creative or tags, trafficking, optimization, troubleshooting and QA

· Work closely with Analytics and Ad Operations to determine root causes for customer success or failure and drive requirements for product or process enhancement and development as needed

· Partner with internal cross-functional teams to understand customer goals and key performance metrics and exceed those goals throughout the campaign

· Leverage technical tools and quantitative data to manage campaigns to success, high customer satisfaction and renewal

· Prepare campaign insights reporting, including analysis and research

· Manage weekly campaign status documents for review

· Work closely with Finance on billing set up and invoicing

· Manage customer activity with CRM tools for maximum efficiency and visibility, with carefully executed follow-up to closure on open issues

· Adhere to established processes and workflows, as it relates to campaign set-up and pixel placement strategy, creative execution (including dynamic creative), ad trafficking, campaign management and any troubleshooting necessary with pixels, creative assets and campaign reporting

· Provide input on new processes and workflows as needed

· Focus on ensuring we maintain superior customer service levels, operational excellence and strategic insight

· Maintains administrative staff by recruiting, selecting, orienting, and training employees.

· Supervises clerical and administrative personnel by communicating job expectations, appraising job results, and disciplining employees.

· Sets policies and procedures for training, coaching, counselling, and career development for staff.

· Initiates and coordinates goals, deadlines, and projects for their department.

· Develops and implements policies and procedures to improve operations and function of the department.

· Monitors and procures needed supplies for office, reception, mailroom, and kitchen.

· Ensures a safe, secure, and well-maintained facility that meets environmental, health, and security standards.

· Manages the maintenance and repair of machinery, equipment, and electrical and mechanical systems.

Manage multiple accounts; develop positive working relationships with all customer touch points

· Drive client retention, renewals, upsells and client satisfaction

· Work closely with Associate Account Managers and Ad Operations on day-to-day operational processes including campaign set-up, receipt of creative or tags, trafficking, optimization, troubleshooting and QA

· Work closely with Analytics and Ad Operations to determine root causes for customer success or failure and drive requirements for product or process enhancement and development as needed

· Partner with internal cross-functional teams to understand customer goals and key performance metrics and exceed those goals throughout the campaign

· Leverage technical tools and quantitative data to manage campaigns to success, high customer satisfaction and renewal

· Prepare campaign insights reporting, including analysis and research

· Manage weekly campaign status documents for review

· Work closely with Finance on billing set up and invoicing

· Manage customer activity with CRM tools for maximum efficiency and visibility, with carefully executed follow-up to closure on open issues

· Adhere to established processes and workflows, as it relates to campaign set-up and pixel placement strategy, creative execution (including dynamic creative), ad trafficking, campaign management and any troubleshooting necessary with pixels, creative assets and campaign reporting

· Provide input on new processes and workflows as needed

· Focus on ensuring we maintain superior customer service levels, operational excellence and strategic insight

· Maintains administrative staff by recruiting, selecting, orienting, and training employees.

· Supervises clerical and administrative personnel by communicating job expectations, appraising job results, and disciplining employees.

· Sets policies and procedures for training, coaching, counselling, and career development for staff.

· Initiates and coordinates goals, deadlines, and projects for their department.

· Develops and implements policies and procedures to improve operations and function of the department.

· Monitors and procures needed supplies for office, reception, mailroom, and kitchen.

· Ensures a safe, secure, and well-maintained facility that meets environmental, health, and security standards.

· Manages the maintenance and repair of machinery, equipment, and electrical and mechanical systems.

Job Description

Assist Operations Manager in supervising daily operations of organization.

Supervise operations team to ensure operational excellence and excellent customer services.

Assist Prepare project budget and cash flow projection.

Monthly report on cost and operation result

Perform full spectrum of contracts administration including quotation, costing, tenders and contract documentation.

Provide assistance and support on contractual issues and claim

Assist in implementation of new procedures and features to enhance the workflow of the department.

Requirements

Minimum Diploma holder with at least 2 years full time working experience

Must be able to converse in English and Mandarin to liaise with mandarin-speaking employees and customers

Can do overtime when necessary.

Shall be contactable by means of hand phone at any time of the day (i.e. 24 hours a day, for every day, including Sundays and Public Holidays) throughout the period of the engagement.

Proficient in Microsoft Office applications such as MS Word and Excel

Good communication and interpersonal skills

Ability to multi-task and manage ad-hoc projects in a fast-paced environment

Independent, responsible, organized and able to work under pressure.

Experience in Construction Industry will be highly advantageous.

Job Summary:

As an Administrative officer, taking charge of TOUCH Ubi Hostel (TUH) and Continual Support Programme (CSP) administration, whose duties include the managing of financial aspects, assisting in ensuring the smooth operations of the centre, supporting staff in volunteer management, supporting clients when necessary, and handling of centre’s facilities and maintenance.

Principal Responsibilities and Duties:

1. Office Administration & Operation

• Update the various SOPs for systematic procedures in the centre, such as claims, new staff orientation, trainee admission, hostel operation etc.
• Manage face-to-face, email and mail correspondences
• Assist the manager in any of the internal or external audits.
• Preparation of note of minute for weekly ops meeting or any other relevant meetings.
• To look into developmental work in areas of office administration, work processes, asset acquisition and other areas aimed at improving operational efficiency and controls
• Manage the fire-safety and relevant safety-measures set by the ministries.
• Manage operations of the centre to ensure smooth running
• Ensure the continuous maintenance of office premises, office equipment and improving facilities wherever necessary
• Manage office supplies and renew stock when required
• Handle staff personnel matters:
• Claims
• Part-timers’ time sheets for salary purposes

2. Trainees’ Management

• Support Lifeskills Coach when necessary
• Support Social Worker in the preparation of the relevant documents & logistics for client’s admission and discharge.
• Update trainees’ records and prepare necessary relevant paperwork
• Support clients in dispensing their meals and daily expenses.
• Assist the Centre Manager, Supervisor and Social Workers on matters pertaining to trainees, including submission of documents to external agencies (e.g. SG Enable, MSF, NCSS, etc.)
• Communicate with caregivers/ guardians on operation of TUH matter that may concern the trainees.

3. Financial Administration

• Update spreadsheets of daily transactions
• Ensure timely collection of training fees and all amounts received from trainees
• Ensure proper bookkeeping of all financial transactions such as official receipts for donations, payments to vendors, etc.
• Process staffs’ petty cash reimbursements and cheque payments to external vendors
• Assist Manager in the preparation of the annual budget
• Review monthly financial reports prepared by Finance for accuracy.
• Review insurance policies and other contracts for office premises and equipment to ensure their adequacy and timeliness

4. Programmes

• Plan and execute centre-based events when necessary
• Be part of the team in planning and executing enrichment/ recreation activities.
• Assist in planning and implementation of Special Needs Group events
• Assist in volunteer coordination, record-keeping and support volunteer-based programme.

Essential Skills and Qualifications:

• Minimum diploma holder in any discipline
• At least 1 year working experience related to special needs
• Knowledge in Microsoft programs
• Passion and understanding for special needs

Core Competencies and Attributes:

Attributes

• Team player and able to work independently
• Positive, respectful and grateful attitude
• Passionate about special needs
• Proactive
• Good communication
• Patient
• Organized and systematic

Core Competencies

• Strict adherence to Code of Ethics
• Professionalism
• Pay close attention to detail, accuracy and completeness
• Reliable
• Adapt to changing organizational needs, work situations

Roles & Responsibilities

• Submission of documents online to SkillsFuture Singapore for training grants application
• Data entry and submissions of learners' details, training history and grant application into government portals
• Ensure proper online and physical filing of documentations in order to be audit ready
• Coordinate scheduling training classes with centralized training team and trainers
• Enroll learners to classes via the online portal
• Manage incoming training requests, collate, and resolve conflicts
• Manage training attendee communications proactively
• Provide support for trainers and learners for online and in-person classes

Requirements

• PC literate & proficient in Microsoft Office including Outlook, Excel and Word.
• Positive working attitude, willing to learn, have strong sense of responsibility, and good team player
• Proactive, demonstrate good initiative and work independently with minimum supervision
• Salary shall commensurate with qualifications and working experience
• Fast learner, multi-tasker & able to work in fast pace environment

* Assist with day-to-day site admin functions

* Prepare and generate invoices

* Manage the provision of all office services, i.e. reception, phone, fax, mail, stationary, courier services, office equipment, etc

* Support the day-to-day aspects of records management for various users.

* Inputs document data into the standard registers ensuring that the information is accurate and up to date.

* Maintained updated records of all approved documents and drawings and their distribution clearly. ·

* Handle ad-hoc office administrative tasks.

* Issue Cheque payments to suppliers and payment vouchers.

* Any other duties as assigned by direct superior

Requirements:

* Graduates with no experience are welcome to apply

* Proficient in Microsoft Excel and Word

* Effective team-player with a positive attitude

***Declined Intermediary, Thanks!!!

With more than 30 years of history in the automotive industry, we are privileged to be able to provide premier automobile solutions to our loyal and steady clientele.

We are looking for 3 result-oriented team players to join our New Business and Renewal teams. You have be detail-oriented and provide good service to our customers and business partners.

Why Join Us?

• Dickson Insurance Broker, formerly known as Dickson Insurance Agency, has been awarded brokerage license since July 2023
• Able to learn more than just Motor Insurance, including commercial lines and personal lines and other general insurance products
• Incentives, punctuality allowance, AWS and attractive bonus payout (bonus subject to company and individual performance)
• Marriage and birthday leave entitlements on top of annual and medical leave
• Family-like team spirit within the department, providing assistance whenever a team member needs help

Core Responsibilities:

Role 1: New Business

Your role involves backend administrative support to frontline Motor Insurance sales teams. Your primary duty is to generate Motor Insurance policy premium quotations from our various insurance partners' portals.

• Provide insurance quotations and process motor insurance applications
• Ensure proper documentation, records and filing upon issuance
• Attend to customers' and partners' insurance-related queries
• Update and maintain accurate customer database
• Promote good team spirit and co-operation within departments

Role 2: Renewal

Your key responsibility will be to manage Motor Insurance renewals with various insurance companies to drive a high renewal retention rate.

• Schedule renewal follow-ups with existing clientele before policy deadlines
• Provide insurance quotations and process motor insurance applications, renewals, endorsements, cancellation and issuance of insurance documents
• Ensure proper documentation, records and filing upon issuance
• Attend to customers' and partners' insurance-related queries
• Update and maintain accurate customer database

Job Requirements:

• Juniors are welcomed (on-the-job training will be provided)
• Similar experience in insurance agencies/brokers will be a bonus
• CGI professional certification will also put your application at an advantage
• Proficient in Microsoft Office applications, with advanced Word, Excel, PowerPoint
• Has a good command of English, with both written and oral communication skills
• Customer-centric and keen to learn with positive work attitude
• Takes accountability of work and good attitude over teamwork
• Possess good interpersonal skills

• Maintain and update financial records, including accounts payable and accounts receivable.
• Process invoices, receipts, and other financial documents.
• Reconcile bank statements and assist in financial reporting.
• Assist in the preparation of financial reports and budget planning.
• Respond to inquiries from clients, vendors, and team members regarding financial matters.
• Maintain accurate and organized records of financial transactions.
• Support the accounts team with other administrative tasks as needed.
• Handle monthly payroll, Levy and CPF transactions.
• Manage in recruitment and work pass applications

Requirements :

• Proven experience in an administrative role, with a focus on accounts and financial tasks.
• Strong knowledge of accounting principles and financial processes.
• Proficiency in financial software and tools.
• Excellent organizational and time management skills.
• Attention to detail and accuracy in all tasks.
• Strong communication skills and the ability to work in a team.
• Master's degree in Finance, Accounting, Administration or a related field (preferred).

- data entry using microsoft excel, words and Adobe

- prepare invoice, PO and DO

- prepare documents for accounting

- prepare some plans/drawings in CAD files

• Working Location: Near Paya Lebar MRT
• Working Hours: 5 days
• Positive, supportive, and friendly working environment

Job Description:

• Responsible for day-to-day office administrative matters.
• Provide support to the team.
• Support in all administration & documentation.
• Liaise with our vendors, agency etc.
• Any other ad-hoc duties as per assigned.

Job Requirements:

• This position requires strong verbal and written communication skills in both English and Chinese to effectively interact with our Chinese-speaking customers.
• Works proficiently with MS Excel and Word
• Excellent time management skills
• Diligent to details and can work Independently.

Job Benefits:

• Remuneration commensurate with experience
• Attractive growth prospects
• Annual and medical leave
• Medical and insurance benefits

Based in the office, you will help us with general administrative and tele-sales tasks:

- Take customer orders by phone.

- Process incoming fax and email orders.

- Able to serve mandarin-speaking customers.

- Key orders into computer system.

- Provide sales support to sales team.

- Liaise with logistics teams on delivery.

- General administrative tasks, filing, data entry, printing of labels.

- Other ad-hoc office duties.

You should:

- Be details-oriented, meticulous and systematic.

- Be able to work independently and multitask.

- Have strong interpersonal and communication skills.

We have a 5-day work week (Mon-Fri 8.30am - 6pm).

We are located 3 mins from Kaki Bukit MRT Station.

Singaporeans or persons who do not require work passes to work in Singapore preferred. You should be physically in Singapore right now.

We are unable to hire you if you are currently outside of Singapore.

ProBioscience Technologies is a leading Life Science distribution company based in Singapore.

Your duties as Operations and Administrative Executive are as follows:

• Generate quotations to customers
• Processing orders
• Generate sales orders as a confirmation to customers
• Generate invoices & delivery orders
• In charge of order placement, shipments and communication with Principals
• Goods receive and inventory/warehouse management control
• Generating sales report for business team
• Attending to email inquiries and calls
• Arrangement of courier and logistics
• Tender sourcing including quotation, participation and tracking
• Staff leave tracking
• Calculation of sales person commission
• Staff claims and review
• Credit Control
• Establishment of SOPs and processes
• Packing goods for export
• Company website update and marketing materials
• Marketing through Zoho campaigns/EDMs/Promotions & Roadshows
• *Other duties as required

Job Description

Provide day-to-day office administrative support functions such as

- Answer and direct phone calls, take messages and handle correspondence

- Manage calendars, schedule appointments and coordinate meetings

- Prepare and maintain documents, reports and presentations

- Updating and maintaining of clients’ database

- Perform data entry, update records and maintain office online server

- Assist with basic bookkeeping task such as invoicing and expense tracking

- Provide general administrative support to staff as needed

- Undertake any other ad-hoc duties as assigned

Job Requirements

- Candidate must possess at least a Diploma

- Proficient in MS Office Application (Word, Excel, PowerPoint)

- Good command of written and spoken English

- Highly organised, ability to work independently

- Meticulous and able to work in a fast paced environment

- Mature and independent with good work attitude

Others

- 5 days work week

- Walking distance from Eunos MRT

- Hybrid working environment

Responsibilities:

• Handle full sets of accounts (AR/AP) and bank reconciliation
• Prepare Monthly Cash Flow & Management report
• Issue invoices and payment vouchers
• Prepare, process and issue payment to vendors / suppliers
• Resolve discrepancies with clients and monitor debtors aging list
• CPF and GST submission
• Payroll
• Timely Tax submission & responsible for Payroll, Staff expenses claim
• Perform administrative duties and other ad hoc duties assigned by supervisor/management
• Ensure all transaction made are timely recorded & proper filing of all records & reports
• Liaise with Company Secretary & Auditor firm on Year End Financial Report & Taxation matter.
• Office administrative work including receptionist duties

Requirements:

• Candidate must possess at least Primary/Secondary School/"O" Level in Finance/Accountancy/Banking or equivalent.

· Minimum 2 years of related working experience

· Detailed and meticulous

· Hardworking, responsible and good level of initiative

· Prior experience in HR and Accounting role added advantage

What will you be doing?

Sales Activities

• Involve with tender preparation and sales proposals provided by Sales team
• Prepare small scale costing sheet and quotations for projects variation orders and handle potential customer inquiries
• Prepare and provide departmental monthly report, invoice, PowerPoint presentations and customers survey in allowing the Sales team to obtain up-to-date information on company’s operational progress
• Maintains and update all track record pertaining to Sales, Project and Maintenance records

Project Activities

• Liaising with suppliers, vendors and customers on project and procurement delivery
• Liaising with Project team on preparation of documentations submissions for project variation orders
• Administer project requirements and support operations in project related procurement.
• Maintains hardware and software equipment by planning equipment procurement and maintenance, evaluating products, service, and warranties.
• Maintains and update all Purchase records (purchase orders and DO) in both electronic and paper records to monitor purchasing movement and delivery records
• Collecting, organizing, and storing information using computers and filing systems.

Maintenance Activities

• Responsible and ensure the company’s hotline is transferred and diverted to appointed personnel for maintenance duties’ escalation at the specific time period
• Maintains and update the IMS for every fault call received and generate monthly report for internal and external stakeholders
• Understand the maintenance duties of maintenance team to provide effective and concrete fault call routing
• Record keeping of all transmittals in both electronic and paper systems

Operation

• Arrange and attend internal company meetings and take minutes of meeting; in addition, be able to take minutes of meeting for external meetings when applicable.
• Lead and Coordinate with all teams in ensuring proper documentations and filing in accordance to ISO requirements
• Lead and Coordinate with all teams on ISO Renewal and BCA documentation on upgrading of level in company’s level and entire group’s level
• Maintains and update all track record pertaining to Sales, Project and Maintenance records Prepares and monitors budget by gathering and organizing financial information; scheduling expenditures; analyzing variances; implementing corrective actions.
• Developing, reviewing, and improving administrative systems, policies, and procedures.
• Ensuring office is stocked with necessary supplies; stationeries, pantry items and all equipment are working and properly maintained.
• Work closely with the Building Maintenance team as the secondary support to all facilities matters happening at the company’s level. Be the point of contact to liaise with contractors should any facilities breakdown and report to Building Maintenance team after contractor attending the issue
• Maintains facilities by proposing space allocations, layouts, and floor moves of the level
• Provide orientation to new hire and student interns on company’s systems, policies and procedures
• Responsible for handling fault calls from clients and coordinate with operation departments to ensure smooth delivery of technical service
• Communicate and coordinate with operations on accuracy and completeness of records
• To follow all company business operation and Standard Operating Procedures at all times
• Participate actively in Health Safety and Environment programs and activities in order to achieve Company’s KPIs, ISO 14001 objectives and target
• Proactively rectify any abnormalities, unsafe acts or unsafe situations and report to supervisor accordingly
• Maintain high standard of housekeeping at all times
• Any project or operational duties as assigned by supervisor

What qualifications should you have?

• Diploma in Business Administration, Electronic Engineering or related disciplines
• Preferably with 1 year relevant working experience
• Proficient in Microsoft Office (Outlook, Words, PowerPoint, Excel)

What attributes should you possess?

• Meticulous and able to multi-task
• Strong organizational, administrative and time management skills with the ability to meet deadlines
• Positive working attitude, self-initiated, good communication and interpersonal skills
• Ability to work effectively as a team player and independently

ADMINISTRATIVE DUTIES

Answering phone calls, filing, photocopying, distribute office mails, courier arrangement, order office stationery, order printed item e.g. business card & greeting cards, arrange yearly medical check-up appointment, make coffee/tea for guest, run errand & any duties assigned.

INVOICES CATEGORIZATION

Check, attach account cover page to the Invoice, categorize accounting code & circulate for approval

INVOICES FOR VESSELS

Check, record Invoices data and circulate for approval

i) Issue payment request as when required.

ii) Prepare List of Invoices to be submitted, Scan copy all Invoices & send by email attachment to oversea offices for monthly payment.

To send all Original Invoices for payment to overseas office & make scanned copy for Office file.

Make additional copy for Invoices related to P&I claim/Crewing matters to manning offices.

To submit all Original Invoices for payment to Accounting dept.

CTM FOR VESSEL

Liaise with agents for CTM arrangement.

Make payment request & follow-up with Accounts-PIC for remittance advice.

SHIP'S STATEMENT OF ACCOUNT

To be checked & send email attachment tooverseas office by every 1st week of the month. Vessel to send hard copies for Office file.

P&I CLAIMS

Check & monitor record of Debit Note for P&I claims.

AD HOC

Any ad hoc work from time to time assigned by Marine/Technical Superintendents