Executive/ Snr Executive / Assistant Manager (Accounts & administration))

Purpose of Job
The Senior Executive / Executive, Finance and Administration will report to the Senior Manager / Manager, Finance and Administration and provides day-to-day operational support in the areas of Finance, Employee Experience and Office Administration.

Principal Accountabilities
Provide support in the following:
i. Accounts operations
ii. Employee experience
iii. Office administration including scheduling duties for Executive / Deputy Executive Director

Key duties and responsibilities:

a. Account Operations

i. Check supporting documents for accounts payables and project disbursements follow up to obtain required endorsements / signatures before e-banking release.

ii. Support monthly finance closing, including timely collection/checking of supporting documents, preparation of schedules, reconciliations support, and follow-ups with internal stakeholders to ensure accurate and on-time month-end close.

iii. Support asset tagging / refresh exercises and maintain proper filing of financial records (online and hardcopy).

iv. Assist with annual corporate income tax filing and related finance administration.

b. Employee Experience

i. Provide support to staff in their compensation and benefits matters including but not limited to, the following:

o Payroll

o Bonuses

o Uploading CPF to CPF Board

o Leave matters

o Staff claims (medical, dental, transport etc.)

o Workmen Injury Compensation

ii. Assist staff in preparing returns for IR8A and follow-up with IRAS on submission once approved

c. Office Administration Operations

i. Support Executive / Deputy Executive Director in the following:

o Maintains work schedule and coordinate logistics for meetings and appointments, and provide reminders to Director

o Schedules appointments and conferences

o Prioritise and manage correspondences

o Copying, scanning and filing documents

o Coordinate key SMI meetings including but not limited to, twice-a-year Board / Governing Council and Maritime Transformation Programme Programme Committee meetings, quarterly MPA meetings, R&D meetings

o Prepares expense reports, purchase requisitions, payment requests, and other standard forms and documents.reconciling monthly statements, obtaining signatures and receipts, and submitting to Finance

o Maintains up-to-date stakeholder's contact information (e.g. SMI Board and Governing Council, researchers, industry partners etc.)

ii. Support Senior Manager and Manager, Finance and Administration in providing day-to-day office administration of SMI including but not limited to:

o Organising and maintaining files and records relating to policies, procedures, contracts and forms and updating them when necessary

o Overseas travel coordination & administration

o Sort and process incoming / outgoing mails

o Managing office supplies and placing orders for replacements

o Contracts and equipment management

o Procurement matters involving small value purchases or invitation-to-quote

o Onboarding of new staff (e.g. equipment deployment, systems account setup, preparation of onboarding materials etc.)

o Act as the point of contact between SMI and internal/external parties

o Liaison officer with MPA facilities team on office security, fire safety (e.g. Fire Warden) and annual power maintenance

iii. Any other ad-hoc duties such as event support and office renovation / relocation support.