Office Administration jobs in Singapore

The Role

Finance & Office Administrator

As the APAC Finance & Office Support, you will play a pivotal role in ensuring the smooth and efficient operation of our organisation. This multifaceted position encompasses various functions including financial management, HR operations, administration, and office management to support our APAC workforce. You will be responsible for creating and maintaining an environment that allows our team to thrive while ensuring all financial and administrative processes run seamlessly.

Responsibilities

Finance

• Assist in the Billing and Accounts Receivables process.
• Assist in the Accounts Payables process.
• Assist the Finance Manager in preparing financial and management reports and ensure compliance with local accounting standards and tax regulations.
• Assist the Finance Manager in preparing the quarterly GST filings and tax computation.
• Process employee expenses and claims.
• Update and maintain APAC Overheads Budget & Forecast numbers for reporting to APAC management.
• Administration of payroll systems, healthcare, and other related employee requirements.
• Manage review/approval process around Staff and Company Credit Card expenses.
• Track and manage software subscriptions and other overhead-related procurement costs/invoices within office systems.

Human Resources

• Support employee benefits administration (such as childcare leave, and other schemes) and ensure compliance with HR policies.
• Address employee inquiries, conflicts, and concerns with confidentiality and professionalism.
• Implement HR policies and procedures to align with the company's goals and legal requirements.
• Set up and maintain employee digital records in our HR system.
• Manage the backend setup and functionality of the HR system with IT support.
• Manage staff visa and group medical insurance.
• Assist in organising onboarding and offboarding of staff along with required compliance documentation and training.
• Facilitate onboarding and orientation programs and workflows for new hires.

Operations and Administration

• Manage day-to-day administrative tasks and ensure the offices operate efficiently, working with other regions to establish smooth APAC operational workflows.
• Coordinate office maintenance, ordering supplies and equipment, procurement, and assist in organising internal company events.
• Maintain efficient workflows and processes to improve organisational efficiency.
• Track timesheets, send reminders, and coordinate HR letters where required.
• Take operational meeting notes and manage tasks to ensure timely follow-up from all parties involved.
• Maintain and update company policies and insurance where required.
• Arrange staff travel and manage approval processes around business travel.
• Maintain mobile contracts and storage units.
• Assist in the review and dispatch of vendor-related contracts and NDAs.

Support

• Collaborate with department heads and regional management to align administrative functions with overall company goals and objectives.
• Participate in cross-functional projects, working closely with various departments to drive organisational initiatives and improvements.
• Handle administrative issues and challenges, providing timely solutions and demonstrating strong problem-solving skills.
• Implement innovative administrative technologies and tools to enhance productivity and efficiency across the organisation.

Requirements

• Recognised Diploma/Degree in Finance, Accounting, Business Administration, Human Resources, or a related field.
• Minimum of 3 years of relevant work experience in Finance, HR Operations, Administration, or Office Management.
• Strong understanding of HR policies, labour laws, and best practices.
• Experience with accounting software, preferably NetSuite, Workamanjig and HR software such as BambooHR.
• Proficiency with Microsoft Office Suite.
• Excellent communication and interpersonal skills.
• Ability to work independently with a high degree of accuracy and efficiency.
• Highly meticulous and analytical with strong problem-solving skills.
• Ability to work in a dynamic environment and adapt to changes in processes, procedures, and automation.
• Willingness to learn new skills, new ideas, and new ways of doing.

This job description provides a general overview and may be subject to modifications or additions based on the specific requirements and needs.