We are seeking an experienced admin & accounts executive at an architectural firm, responsible for daily office operations, ensuring the office runs smoothly, efficiently, and effectively.
Key Responsibilities:
1. Office Administration & Operations
- Assist in all aspects of administrative duties such as data entry, and preparation of documents and letters (e.g. fee proposals, prepare and submit tender documents, form filling, membership renewals, and others).
- Oversee day-to-day operations, including attending to incoming calls, walk-in clients, and visitors.
- Managing office supplies, equipment, and maintenance.
- Coordinating with employees, management, and external parties.
- Resolving administrative issues, conflicts, and concerns.
- Implementing process improvements, increasing productivity and efficiency.
- Assist in government grant submissions and claims.
2. Human Resources Support
- Assist with onboarding new employees and maintaining employee records.
- Coordinate employee training and leave application.
- Assist with any employee relations and inquiries.
- Handle work pass for foreign workers, such as Employment Pass, S Pass and Work Permit.
- Responsible in payroll processing and administration. Handle and resolve queries on payroll related matters, including tax clearance for foreign employees.
- Submission of government paid claims, such as maternity leave, childcare leave and other related claims.
3. Accounting Support
- Handle full set of accounts, including preparation of accounting journal entries, quarterly GST filings, etc.
- Prepare monthly fixed assets, audit schedules and account reconciliations.
- Prepare payment listing and process payment, claims, reimbursements, etc.
- Generate month end financial and management reports.
- Handle tax submissions and annual returns.
- Perform ad-hoc tasks as assigned.
Job Requirements:
1. Strong Communication: Verbal and written communication skills.
2. Leadership: Ability to motivate and guide staff.
3. Organizational: Excellent planning, coordination, and time management skills.
4. Problem-Solving: Analytical and creative problem-solving skills.
5. Adaptability: Ability to adapt to changing priorities and deadlines.
6. Technical: Proficiency in payroll software, accounting software and office software, such as PayBoy, Quickbooks, Microsoft Office, etc.
Singaporean or PR only
Education and Experience:
1. Education: Bachelor's degree in Business Administration, Accounting, Management, or related fields and/or LCCI/ACCA is preferred
2. Experience: 2-5 years of experience in a similar role is preferred, such as Administrative Assistant, Accounts Executive or in a related field.
