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