We are seeking talented and highly motivated individuals for the following position:
Office Manager (Contract)
General Administrative Responsibilities
- Part of the Management Team responsible for the studio’s day-to-day operations
- Work in close collaboration with the Management Team to achieve both short & long-term goals and objectives
- Maintain a professional and positive demeanor at all times
- Assist to greet all Clients and visitors by phone and in person
- Answer and direct all incoming external telephone calls and assist with general inquiries
- Contact point with suppliers/vendors (including cleaning staff, service/repairmen, etc) to manage all procurement of office stationary, pantry supplies, and other business-related services
- Ensure accurate and proper documentation and maintain an organised and effective filing system for ease of retrieval
- Schedule appointments and calendar management for Directors
- Manage travel arrangements (including but not exclusive to flight/transport/room bookings and travel insurance) and coordination of overseas logistics and visa applications; assist in comparing quotes/itineraries for flight & hotel bookings for non-reimbursable trips
- Collection and distribution of letterbox mail and arrangement of international and local courier services
- Punctual to assist with daily office maintenance and tidiness
- Provide administrative support to Management and project teams including expenses and filing, typing, drafting, and editing documents
- Provide Secretarial support to the Directors and Undertake other ad hoc duties as required by Senior Management
Accounting Responsibilities
- Perform finance and accounting functions including managing bank balance and telegraphic transfers
- Liaise, prepare and provide support for external bookkeepers, auditors, tax agents, corporate secretarial, and other business partners
- Administer petty cash and ensure appropriate record-keeping
- Issue electronic and hard copy invoices to Clients and accurate billings to Clients
- Issue cheque payments as and when required
- Assist to review profit and loss report / month-end and year-end budgeting report
- Be responsible for tax queries, GST reporting, and managing annual staff income tax submission
- Process monthly reimbursements for employee expenses claim
- Check and process reimbursement claims for 2 Directors
- Assist in monitoring and following up on payments with the Client’s finance team
- Ensure master purchase order list and raining of PO are properly executed by staff
Human Resources Responsibilities
- Provide full spectrum of Human Resources including but not exclusive to assistance in placing job adverts, recruitment, performance appraisal, benefits
- Advise and ensure compliance with MOM and Company HR policies/ Company Handbook
- Liaise with MOM to make necessary work permit applications and renewals
- Manage to deliver end-to-end monthly payroll and pay slip processing including time/leave administration/expenses, and assistance in payroll taxes and reporting to CPF & IRAS
- Assist in drafting, updating, and reviewing memos, employment contracts, confirmation, promotions, annual increments, bonus awards, resignation acceptance, employment termination, reference letters, etc
- Assist in liaising with external insurance agents on related Company insurance (Worker’s Compensation, Public Indemnity, Group Medical, Travel, etc)
- E-submission of claims (ie. Maternity and childcare leave claims etc)
- Maintain and keep updated staff/interns' HR details and (emergency) contacts
- Maintain office e-calendar and keep track on staff movement via Group Communication Platforms
- Assist team in conducting orientation for new hires, and conduct employment termination procedures for leavers including exit interview, handover tasks, exit clearance and tax clearance, etc
- Assist in handling disciplinary cases – counseling, grievances, verbal and written warnings, dismissal, and termination
Requirements
- Thorough knowledge of, and compliance, with the Company’s administrative procedures and standards
- Empathy with a creative environment and staff’s international background
- Professional dress and presentation at all times, acting as an ambassador on behalf of the Company
- Able to demonstrate proficiency in the responsibilities of the role
- Proficiency in MS Office Suite, Xero accounting system, and InfoTech Payroll System
- Excellent verbal and written communication, interpersonal and organisational skills
- Punctual, independent and reliable, confident, courteous, and articulate
- Able to demonstrate initiative and a proactive approach to prioritise daily tasks
- Ability to take initiative in response to direction or instruction
- Excellent problem-analysis and resolution skills
- A flexible and open attitude towards new ways of collaboration and commitment to entrepreneurial spirit
Please email the following to: [email protected]
1. Cover Letter and CV
2. Expected salary
3. Date of availability
Only shortlisted candidates will be notified.
