Back Office Manager - APAC Region
About Maltem
Maltem is a leading IT consulting firm that partners with companies to drive digital transformation across Asia-Pacific. We empower our clients to innovate, optimize processes, and tackle today’s technological challenges. With operations in Singapore, Australia, and Hong Kong, we are looking for a highly organized and experienced back office manager to support our regional operations and play a key role in ensuring smooth administrative, financial, and HR management across all three countries.
Job Description
As a back-office manager based in Singapore, you will oversee office operations and provide critical support for Singapore, Australia, and Hong Kong. Working closely with finance, operations, and HR, you will manage essential tasks to ensure efficient regional organizational operations. This role requires an experienced professional with invoicing, payroll, regulatory compliance, and multi-country management expertise.
Key Responsibilities:
1. Financial and Accounting Management:
- Generate, send, and follow up on client invoices, ensuring accurate and timely billing across Singapore, Australia, and Hong Kong.
- Track consultants’ timesheets, ensuring they are updated and submitted monthly for billing purposes.
- Manage payments to suppliers and service providers, tracking office-related expenses across all regions.
- Process employee expense reports, ensuring accuracy and compliance, in collaboration with the finance team.
- Support regional budget preparation by providing detailed reports on operational expenses for each country.
- Collaborate with the accounting team for monthly, quarterly, and annual financial closings.
2. Operational and Project Support:
- Coordinate and track project-related administrative tasks, facilitating effective communication across teams in Singapore, Australia, and Hong Kong.
- Prepare and update project tracking and reporting documents, ensuring accurate data collection for each region.
- Maintain client databases and project tracking tools, ensuring data is current and accessible to the teams.
- Provide logistical and administrative support to project teams to meet deadlines and operational goals.
- Participate in project follow-up meetings, document meeting minutes, and ensure follow-up on action items.
3. Human Resources Support:
- Manage onboarding and offboarding for employees across Singapore, Australia, and Hong Kong.
- Prepare employment contracts and ensure documentation compliance across countries.
- Maintain the MOM Occupational Employment Dataset (OED) for Singapore, with equivalent compliance in Australia and Hong Kong as needed.
- Coordinate annual insurance renewals for all employees in each country.
- Track and update leave records (annual, medical, childcare) in the internal payroll system for regional staff.
- Prepare and coordinate monthly payroll, including calculations, allowances, and CPF submission for Singapore, with regional equivalents as required.
- With the support of the accounting team, ensure regulatory compliance for payroll submissions, including Superannuation, IR8A, IR21, AIS, and Withholding Tax as applicable in each country.
- Process government-paid leave applications (childcare, parental, maternity) via the relevant portals in each country, with the assistance of the HR team as needed.
- Update regulatory bodies on employee information changes, such as address updates.
4. General Administrative Support:
- Oversee daily administrative tasks across Singapore, Australia, and Hong Kong, including correspondence, work pass collection, printing business cards, and managing office rental matters.
- Coordinate venue bookings for team gatherings, events, and meetings in all three locations.
Desired Profile:
Qualifications and Skills:
- Bachelor’s degree in administration, finance, management, or a related field.
- Minimum of 5-7 years of experience in an Office Manager role, ideally in IT Consulting or a regional Professional Services firm.
- Proven experience managing multi-country financial, HR, and administrative functions.
- Expertise in invoicing, payroll management, and tracking consultants’ timesheets.
- Comprehensive knowledge of regional compliance and payroll processes, including familiarity with Singapore’s CPF, Australia’s Superannuation, and Hong Kong payroll regulations.
- Proficiency with office tools (Excel, Word, PowerPoint) and project management software.
- Excellent organizational skills with the ability to prioritize effectively across multiple responsibilities and countries.
- Strong interpersonal and communication skills, adaptable to interacting with diverse stakeholders.
- French language skills are a plus.
- Only Singapore-based candidates will be considered for this role.
Benefits:
- Dynamic, multicultural, and innovative work environment.
- Professional development opportunities within a growing company.
- Regional exposure with a supportive team and a comprehensive benefits package.
