Job Summary
We are seeking a dynamic individual for a hybrid role as a Finance & Corporate Secretarial Executive, who will also oversee office administration. Reporting to the Finance Director, the incumbent will support corporate secretarial and finance administrative functions, manage claims, and assist with day-to-day office operations, including reception duties and travel coordination.
This role is ideal for someone with strong administrative skills, keen attention to detail, and an approachable personality, who is comfortable working with both internal and external stakeholders. The candidate will work closely with the Finance team, HR, and corporate secretarial service providers.
Key Responsibilities
Finance & Corporate Secretarial Admin Support
- Laisse with external Corporate Secretary on routine statutory matters.
- Assist in preparing documents for KYC, bank forms, director updates, and corporate filings.
- Assist with organising of board meetings, preparing agendas, arranging logistics, distributing materials.
- Coordinate collection of signatures for corporate documents and resolutions.
- Maintain proper filing of corporate records and registers.
Employee Claims Support
- Assist C-suite leaders with claims preparation and submission.
- Perform first-level verification of employee claims to ensure receipts are provided and all submissions comply with company policy.
- Follow-up with Function Heads to manage timely approvals.
- Generate monthly expenses report for Finance and HR.
General Office Administration / Reception / Executive Support
- Maintain overall office operations, including office supplies, pantry inventory, and general upkeep.
- Coordinate with external vendors such as cleaning services, office equipment maintenance, IT support, and courier partners.
- Manage office facilities, including handling all incoming and outgoing mail and deliveries.
- Greet visitors, oversee meeting room bookings, and manage room set-up.
- Support HR with onboarding activities (e.g., arranging access cards, desk/IT setup, stationery preparation, and interview scheduling).
- Manage travel arrangements for employees, including flight bookings, accommodation, visa processing, and itinerary preparation.
- Provide support for Company events.
Ad-hoc Duties
- Support ad-hoc tasks and projects as required from time to time
Requirements
- Diploma or Degree in Finance, Business Administration, or a related discipline.
- Min 3 years of experience in finance admin, corporate secretarial support and office / executive support.
- Prior exposure to corporate secretarial processes, basic statutory compliance, or working with external corporate secretarial firms will be an advantage.
- Strong organisational, coordination, and multi-tasking abilities.
- High attention to detail and accuracy, especially in handling documents, claims, and statutory matters.
- Good written and verbal communication skills, with the ability to interact professionally with internal stakeholders and external parties.
- Proficient in Microsoft Office (Excel, Word, PowerPoint) and comfortable with administrative systems.
- Experience handling vendors, travel arrangements, and claims processes is a plus.
