The Admin & Accounts Manager is responsible for the efficient running of the back-office
operations, the effective control of its financial and human resources, and of the
technical, IT and administrative systems, in order to contribute to the smooth running
of the Company’s internal administration and its cost-effectiveness.
Duties and responsibilities
1. Office Management Administration & HR Administration (40%)
- Responsible for day-to-day office management and to ensure efficient office functioning.
- Liaise with all the departments and support across the office and within the Company for administration of Purchase Requisition Form, invoices and HR administration.
- Handling office communication. Effectively communicate HR policies and practices. Circulate administrative information to employees.
- Prepare and review company documents and employee’s visa/work pass application.
- Responsible for maintaining an efficient working office environment including management of office space, equipment and supplies, office health, workplace safety and IT support.
- Responsible for the Company’s IT Infrastructure and IT security, maintaining and reviewing the licenses subscription and ensure efficient IT systems.
- Develop, implement and embed efficient office processes and procedures to meet current legislation, data protection requirements and best business practice.
- Manage personnel procedures in relation to recruitment, training, leaves and appraisals, ensuring these are properly documented, and advise on relevant policies.
- Ensure that the Company’s legal responsibilities are met, in particular, thatall necessary insurance is properly in place and compliance with the government requirements.
- Develop and implement staff performance appraisal with criteria setting.
- Maintain and update company’s HR Handbook, policies and procedures.
- Maintaining employees’ personnel records and managing HR documents.
- Office lease administration for renewal / new leases.
- Travel Management, organizing regional meetings and conferences.
2. Finance Support (60%)
- Handle full set of accounts independently
- Efficiently manage Company’s day-to-day finances such as General Ledgers, Account Receivables, Account Payables and all other expenditures
- Efficiently manage all external contracts and ensure that all the Company’s expenditure is correctly authorised and accounted for.
- Manage company procurements and ensure that budgets are updated promptly and on a regular basis.
- Monitor cashflow positions regularly and make recommendations for excess funds management
- Prepare quarterly forecast and annual budget and monitor against actual results.
- Work closely with MD and head of department to prepare 2 years budget plan according to HQ format.
- Prepare the year-end financial accounts and maintain standard financial and administrative procedures
- Liaising with internal and external auditors, corporate secretary and other governing bodies to ensure statutory requirements are met
- Liaise with Corporate Secretary for matters relating to ACRA filing, Board Members and Board Resolutions
- Ensure that all bank accounts and credit card statements are regularly reviewed and reconciled
- Support Head Quarter (HQ) in the provision of accounting report and accounting support.
Qualifications
● Bachelor Degree in Accountancy, Business, Administration or its equivalent
● Minimum of 5 years working experience in accounting experience.
● Good interpersonal skills and able to interact with internal and external stakeholders.
● Meticulous with an eye for details and accuracy
● Reliable, Trustworthy
● Great interpersonal and communication skills, positive working attitude
● Good written and verbal communication skills
● Essential computer skills – PowerPoint, Word, Excel.
