Job Summary
The Finance, HR, and Office Admin role plays a pivotal role in supporting the smooth functioning of our organization across multiple domains. The successful candidate will handle a range of responsibilities encompassing finance, human resources, office administration, and project support functions.
Principal Duties and Responsibilities
1. Finance Support (60%)
· Maintain accurate records of financial transactions, including invoices, receipts, payments, expenses, and grants-related documents.
· Handle invoicing, receipts, payments, and expenses, ensuring compliance with accounting standards and grant guidelines.
· Assist in updating project Profit and Loss (P&L) statements and preparing monthly financial reports.
· Conduct budget vs. actual analysis, including grants utilization tracking.
· Manage vendor relationships and upload invoices in vendor portals.
· Maintain proper documentation of grant approvals, correspondences, and grants-related invoices/receipts.
· Support auditors during financial year audits, including grants-related audit trails.
· Reconcile Accounts Receivable (AR), Accounts Payable (AP), and bank statements, including grants-related transactions.
· Prepare management accounts and assist in budgeting and financial planning.
· Manage GST registration and compliance for grants-related activities.
· Prepare grant submissions and maintain proper documentation of grant approvals and correspondences.
· File invoices/receipts related to goods and services supported by grants ansubmit claims on government grant portals.
· Ensure compliance with grant guidelines and regulations in all administrative processes.
· Work with accountants to produce quarterly GST Returns, ensuring accuracy and compliance with tax regulations.
· Maintain and manage all necessary insurance policies for the company and ensure timely policy renewals.
2. HR Support (10%)
· Manage employee records, including onboarding, staff documents, and HR policies.
· Assist in recruitment efforts, including coordinating interviews and candidate communications.
· Process payroll, including CPF submissions and IR8A filings, and ensure accuracy in salary payments.
· Process and verify staff expense claims, ensuring compliance with company policies and guidelines.
· Maintain oversight of staff leave and benefits, including annual leave, medical leave, and other entitlements.
· Ensure the company is adequately resourced by deconflicting leave schedules of all staff.
Support HR initiatives and compliance with labour laws and regulations.
3. Office Administration (20%)
· Procure office supplies, equipment, and services, ensuring cost-effectiveness and timely delivery.
· Coordinate travel arrangements for team members, including flight bookings, accommodations, and itinerary planning.
· Provide administrative support to senior management, including calendar management, meeting coordination, and expense claims processing.
· Manage corporate secretariat liaisons and maintain corporate documents and contracts.
· Oversee office cleanliness and maintenance, including coordinating with cleaning services and maintenance vendors.
· Maintain organized filing systems for documents, records, and office correspondence.
Facilitate internal communication channels and coordinate meetings, events, and office logistics.
4. Project Support (10%)
· Manage registration portals and logistics for events, including VIP management.
· Prepare documentation for Government Grant Applications and Claims, and work with Government Agencies and auditors on project-based initiatives.
QUALIFICATIONS AND SKILLS
· Ideal to have 3 - 5 years of relevant experience in finance, HR, and office administration roles.
· Proficiency in Office Tools such as Excel, Word, and PowerPoint is a must.
· Proficiency in other Office Tools, e.g., Access, Project, and others, should be highlighted as it will be advantageous.
· Proficiency in QuickBooks or similar business accounting software should be highlighted as it will be advantageous.
· Strong organizational skills, attention to detail, and ability to multitask effectively.
· Self-motivated, proactive, and able to work independently with minimal supervision.
· Must be at least 18 years old, with no upper age limit.
· Fresh graduates are welcomed to apply.
