Finance, Administration & Human Resources Executive/Senior Executive
Department: Corporate Services
Reports To: Head of Finance, Admin, & HR
Location: International School Campus, 2 Sims Way Singapore 397635
Employment Type: Full-Time

Position Summary

The Finance, Administration & Human Resources Executive is responsible for supporting the overall financial, administrative, and human resource operations of the school. The role ensures compliance with regulatory requirements, efficient management of payroll and finance processes, effective human resource administration, and smooth day-to-day campus operations.

The incumbent will work closely with school leadership, academic staff, parents, vendors, government agencies, and external stakeholders to ensure operational excellence and compliance with applicable regulations.

Key Responsibilities

A. Finance Management

Financial Operations

• Prepare and maintain accurate accounting records.
• Process Accounts Payable and Accounts Receivable.
• Monitor school fee collections and follow up on outstanding payments.
• Perform bank reconciliations and cash flow monitoring.
• Prepare monthly management accounts and financial reports.
• Assist in annual budgeting and forecasting exercises.
• Maintain fixed asset and inventory registers.
• Support year-end audits and liaise with external auditors.

Payroll Administration

• Process monthly payroll accurately and on time.
• Calculate CPF contributions, statutory deductions, claims, and allowances.
• Ensure payroll compliance with Singapore employment regulations.
• Generate payslips.
• Handle staff reimbursements, claims administration.

Financial Compliance

• Ensure compliance with accounting standards and internal controls.
• Maintain proper documentation and audit trails.
• Support tax filings and regulatory submissions.
• Monitor budget utilization and expenditure controls.

B. Human Resource Management

Recruitment & Selection

• Coordinate recruitment activities from sourcing to onboarding.
• Prepare employment contracts and offer letters.
• Arrange interviews and participate in candidate assessments.
• Conduct reference and background checks.
• Ensure all recruitment documentation is complete.

Onboarding & Orientation

• Coordinate staff onboarding and orientation programmes.
• Maintain employee personnel files.
• Prepare induction materials and employee handbook acknowledgments.
• Coordinate staff system access, workstation setup, and documentation.

Employee Relations

• Provide HR advisory support to staff and supervisors.
• Assist in handling disciplinary matters and grievances.
• Support performance management and probation reviews.
• Coordinate staff engagement and welfare initiatives.
• Maintain confidentiality of all employee information.

HR Administration

• Maintain HRMS records and employee databases.
• Manage leave administration and attendance monitoring.
• Process confirmations, promotions, and resignations.
• Handle employment verifications and service certificates.
• Ensure proper offboarding and exit clearance processes.

Work Pass & Regulatory Compliance

• Process and monitor Work Pass applications.
• Liaise with MOM, IRAS, CPF Board, and other regulatory agencies.
• Monitor work pass expiries and renewal schedules.
• Ensure HR compliance with employment legislation and school policies.

C. Administration & School Operations

General Administration

• Oversee day-to-day school administrative operations.
• Manage office facilities, supplies, and vendor services.
• Coordinate procurement activities and quotations.
• Maintain contracts and service agreements.

Facilities & Asset Management

• Monitor maintenance and campus facilities.
• Coordinate repairs and service providers.
• Manage inventories and school assets.
• Support health and safety compliance initiatives.

Event & Operations Support

• Support school events, open houses, graduations, examinations, and parent engagements.
• Coordinate logistics and operational requirements.
• Assist with emergency preparedness and safety operations.

D. Compliance & Quality Assurance

• Ensure compliance with school policies and procedures.
• Support regulatory requirements relating to private education institutions.
• Maintain documentation for audits and inspections.
• Assist in policy development and implementation.
• Participate in risk management and continuous improvement initiatives.
• Support data protection (PDPA) compliance and records management.

People Management Responsibilities

• Allocate work and monitor staff performance.
• Conduct performance reviews and coaching sessions.
• Develop departmental SOPs and workflows.
• Ensure service standards and operational efficiency.