Roles & Responsibilities
· Executive Support to Principal Director
- Scheduling of Meetings, Appointments for the Principal Director
- General administrative support in filling, documentation and screening of calls for Principal Director
- Collate, compile and prepare claims reimbursement for Principal Director
- Track and record BOA and Green Mark Courses for Principal Director including keeping track of CPD points for renewal
- Yearly Renewal of GMAP cert for Principal Director
- Update Training Records for Principal Director (ISO)
- Daily prepping of Principal Director’s office prior to his arrival i.e: getting his water, turning on his room aircon
· Project Administrative Support
- Preparing of documents for Government tender bids & fee submissions including liaising with external consultants on fee bids and documents
- Prepare Interim Certificate and Progress Claims to Contractors
- Submit building construction monthly returns to BCA
- Prepare fee proposals for client’s signature upon confirmation of project (including SIA contract)
· Finance Management
- Prepare and submit monthly accounts to Accountant
- Prepare monthly billing to clients
- Prepare monthly projections of projects and update of monthly expenses
- Prepare and submit quarterly GST returns to IRAS on behalf of company
- Prepare and liaise with Tax Auditor on submission of company’s annual income to IRAS
- Prepare payment vouchers for payments of invoices
- Prepare online banking transactions for approval
- Liaise with Corporate Secretariat on submission of FY filing
· HR Management
- Arrange interviews for potential candidates for Architectural position
- Submit Reimbursement claims for Principal Director via InfoTech System and consolidate team’s monthly reimbursement claims for approval
- Process Payroll to all staff at the end of the month via InfoTech
- Submit CPF contribution to CPF board
- Prepare and submit staff yearly Income tax (Including Resigned Staff in previous year)
- Submit Work permit and Employment Pass application to MOM for employment of foreign workers
- Onboarding of New Staff and Offboarding of Resigned Staff (Setup new hire access, process salary adjustments and terminate access of staff in Info-Tech and briefing new staff on use of system)
- Monitoring and registering of courses for Staff
- Coordinate staff birthday celebrations
- Arrange printing of name cards for confirmed staff
· IT Management
- (Part of Onboarding and Offboarding) Create new staff profile and remove resigned staff profile on Hyper V Management in Server
- Create new and delete resigned staff profile for Copier access
- Liaise with IT (Alvyn) on email creation for new hire and email termination for resigned staff
- Main contact liaison with IT vendor (JKTech) and related IT services (Fujifilm Copier machine etc) for all IT needs in the office (Software renewals, purchases)
- Create Server access for new staff / Check Server issues (e.g: Backup problems etc)
· Office / Facilities Management
- Supports the daily operations of the office
- Manage & Purchase Office Supplies i.e: Office Stationeries, Cleaning supplies, Pantry supplies, Nespresso Capsules
- Main contact liaison with landlord on office maintenance/lease renewal
- Liaise with Vendors/Suppliers on Maintenance of the office premises e.g: Aircon - Servicing, Water Dispenser, Internet Access (Singtel), Fire Hosereel/Extinguisher, SP Meter Reading monthly submission
- Yearly Renewal of BOA certificates for QPs and Company Licence
- Yearly Renewal of BCA-PSPC for Office
- Yearly Renewal of GeBIZ and Netrust Account
- Prepare, coordinate and update processes and training records for ISO Audit
- Co-ordinate Cleaning Auntie’s Schedule and Payment at the end of each month
- Maintain the cleanliness and presentability of the office compound / premises i.e: Daily clearing of the office trash, Sweeping of the backyard (minimally 2x a week)
- Apply and submit documents for PSG grants of new software for office and track/monitor reimbursement claims
- Main contact liaison for SEO Optimization and related matters
- Contact Liaison for Company’s Website maintenance/Web & Email Hosting
- Coordinate Office Festival celebrations (Christmas, CNY)
- Assist in other admin and ad-hoc duties as required
Requirements
· Preferred Degree Holders in relevant field
· Min. 5 years’ relevant experience
· Must be a Problem Solver and Critical Thinker
· Prior knowledge in Finance and HR added advantage
· Ability to converse in Mandarin a plus
· Only Singaporeans
· Salary will commensurate experience
