Company Overview
SPARK ARCHITECTS PTE. LTD is a Singapore-based firm specializing in architectural design, offering dynamic and creative work environments with collaborative team culture and comprehensive office support functions.
Job Summary
You will manage daily office operations to ensure smooth functioning across administration, HR, finance, and IT coordination, working independently to support a dynamic Singapore office environment.
Responsibilities
Office Administration
- Manage daily office operations to maintain efficient workflow and resolve administrative issues promptly
- Respond to incoming calls, emails, and general enquiries to ensure effective communication
- Coordinate meetings, appointments, and calendars to optimize scheduling and time management
- Maintain office supplies and equipment by liaising with vendors and managing procurement processes
- Collaborate with building management and external service providers to ensure facility upkeep
- Organize and maintain filing systems and office records for easy retrieval and compliance
HR & Payroll Support
- Prepare employment letters and HR documentation to support recruitment and employee management
- Coordinate onboarding and offboarding processes to ensure smooth transitions for employees
- Assist with work pass applications and renewals to maintain legal compliance
- Compile payroll information and prepare CPF submissions accurately and timely
- Support IRAS submissions including AIS and IR21 as required for statutory compliance
Finance & Accounting Support
- Prepare monthly expense reports and invoice summaries to track financial transactions
- Assist with accounts payable and payment processing to ensure timely vendor payments
- Update cash flow tracking and budgeting reports to support financial planning
- Liaise with external accountants and corporate secretaries on finance-related matters
IT & Operational Support
- Coordinate IT setup and offboarding for employees to ensure seamless technology access
- Liaise with external IT vendors on hardware and software issues to maintain operational efficiency
- Maintain records of software licenses and subscriptions to ensure compliance and renewals
- Monitor office IT equipment and manage renewal requirements within the annual IT budget
-Perform additional duties as assigned to support office operations and team needs
Requirements
- Minimum 3-5 years of relevant administrative or office management experience
- Proficient in Microsoft Office applications (Word, Excel, Outlook, PowerPoint)
- Good organizational and multitasking skills
- Able to handle confidential information professionally
- Strong communication and interpersonal skills
- Independent, reliable, and proactive working attitude
- Good command of written and spoken English Chinese is an advantage
Preferred Traits
- Responsible and detail-oriented
- Positive working attitude and team player
- Able to work in a fast-paced environment
- Strong problem-solving and coordination skills
