Drafter / Multi-Function Executive

Job Overview:

This is a high-responsibility, multi-functional role reporting directly to top management. The candidate will handle civil drafting, minor QS work, full office administration, accounts, HR including foreign work pass management, and personal secretary duties.

Only candidates with prior hands-on experience managing foreign employee work passes independently should apply. Casual applicants or those seeking a standard technician role will be filtered out.

Key Responsibilities:

1 Civil Drafting / Minor QS

• Prepare and revise civil drawings and layouts

• Assist in minor QS works (measurements, BOQs, cost estimates)

• Coordinate with site staff, consultants, and contractors when required

2 Office Administration & Documentation

• Manage all day-to-day office administration independently

• Organize, maintain, and secure all physical and digital records

• Handle correspondence, letters, reports, agreements, and submissions

• Coordinate with suppliers, service providers, landlords, and authorities

• Maintain contracts, licenses, permits, and renewals

• Arrange meetings, prepare minutes, and follow up on action items

3 Accounts & External Coordination

• Prepare invoices, payment claims, and receipts

• Track accounts payable and receivable

• Maintain petty cash, expense claims, and transaction records

• Prepare basic financial summaries for management review

• Coordinate with external accountants, auditors, and tax agents

• Ensure timely submission of documents for GST, tax, and statutory filings

4 HR Administration & Foreign Work Pass Management

• Maintain employee records and contracts

• Monitor staff attendance, leave, overtime, and disciplinary records

• Coordinate recruitment, onboarding, performance monitoring, and exits

• Apply, renew, cancel, and manage all work passes for foreign employees (EP, S Pass, Work Permit)

• Liaise directly with MOM and other authorities

• Track work pass expiry dates to ensure zero non-compliance

• Handle staff welfare, grievances, and sensitive matters professionally

• Maintain absolute confidentiality, loyalty, and discretion

5 Personal Secretary to Managing Director

• Manage schedules, meetings, and confidential correspondence

• Assist with personal and business-related tasks as assigned

• Occasionally required to work at or visit the private suite

• Available for urgent matters, extended hours, and non-standard duties

Mandatory Requirements:

• Degree or Diploma in any relevant field

• Prior hands-on experience managing foreign employee work passes independently

• Comfortable handling multi-role responsibilities

• Able to work independently with minimal supervision

• High level of commitment, confidentiality, and loyalty

• Willing to work extended hours and handle urgent tasks