Administrative Executive

6 days ago


Singapore AR43 ARCHITECTS PTE. LTD. Full time
Roles & Responsibilities

Roles & Responsibilities

· Executive Support to Principal Director

  • Scheduling of Meetings, Appointments for the Principal Director
  • General administrative support in filling, documentation and screening of calls for Principal Director
  • Collate, compile and prepare claims reimbursement for Principal Director
  • Track and record BOA and Green Mark Courses for Principal Director including keeping track of CPD points for renewal
  • Yearly Renewal of GMAP cert for Principal Director
  • Update Training Records for Principal Director (ISO)
  • Daily prepping of Principal Director’s office prior to his arrival i.e: getting his water, turning on his room aircon

· Project Administrative Support

  • Preparing of documents for Government tender bids & fee submissions including liaising with external consultants on fee bids and documents
  • Prepare Interim Certificate and Progress Claims to Contractors
  • Submit building construction monthly returns to BCA
  • Prepare fee proposals for client’s signature upon confirmation of project (including SIA contract)

· Finance Management

  • Prepare and submit monthly accounts to Accountant
  • Prepare monthly billing to clients
  • Prepare monthly projections of projects and update of monthly expenses
  • Prepare and submit quarterly GST returns to IRAS on behalf of company
  • Prepare and liaise with Tax Auditor on submission of company’s annual income to IRAS
  • Prepare payment vouchers for payments of invoices
  • Prepare online banking transactions for approval
  • Liaise with Corporate Secretariat on submission of FY filing

· HR Management

  • Arrange interviews for potential candidates for Architectural position
  • Submit Reimbursement claims for Principal Director via InfoTech System and consolidate team’s monthly reimbursement claims for approval
  • Process Payroll to all staff at the end of the month via InfoTech
  • Submit CPF contribution to CPF board
  • Prepare and submit staff yearly Income tax (Including Resigned Staff in previous year)
  • Submit Work permit and Employment Pass application to MOM for employment of foreign workers
  • Onboarding of New Staff and Offboarding of Resigned Staff (Setup new hire access, process salary adjustments and terminate access of staff in Info-Tech and briefing new staff on use of system)
  • Monitoring and registering of courses for Staff
  • Coordinate staff birthday celebrations
  • Arrange printing of name cards for confirmed staff

· IT Management

  • (Part of Onboarding and Offboarding) Create new staff profile and remove resigned staff profile on Hyper V Management in Server
  • Create new and delete resigned staff profile for Copier access
  • Liaise with IT (Alvyn) on email creation for new hire and email termination for resigned staff
  • Main contact liaison with IT vendor (JKTech) and related IT services (Fujifilm Copier machine etc) for all IT needs in the office (Software renewals, purchases)
  • Create Server access for new staff / Check Server issues (e.g: Backup problems etc)

· Office / Facilities Management

  • Supports the daily operations of the office
  • Manage & Purchase Office Supplies i.e: Office Stationeries, Cleaning supplies, Pantry supplies, Nespresso Capsules
  • Main contact liaison with landlord on office maintenance/lease renewal
  • Liaise with Vendors/Suppliers on Maintenance of the office premises e.g: Aircon - Servicing, Water Dispenser, Internet Access (Singtel), Fire Hosereel/Extinguisher, SP Meter Reading monthly submission
  • Yearly Renewal of BOA certificates for QPs and Company Licence
  • Yearly Renewal of BCA-PSPC for Office
  • Yearly Renewal of GeBIZ and Netrust Account
  • Prepare, coordinate and update processes and training records for ISO Audit
  • Co-ordinate Cleaning Auntie’s Schedule and Payment at the end of each month
  • Maintain the cleanliness and presentability of the office compound / premises i.e: Daily clearing of the office trash, Sweeping of the backyard (minimally 2x a week)
  • Apply and submit documents for PSG grants of new software for office and track/monitor reimbursement claims
  • Main contact liaison for SEO Optimization and related matters
  • Contact Liaison for Company’s Website maintenance/Web & Email Hosting
  • Coordinate Office Festival celebrations (Christmas, CNY)
  • Assist in other admin and ad-hoc duties as required

Requirements

· Preferred Degree Holders in relevant field

· Min. 5 years’ relevant experience

· Must be a Problem Solver and Critical Thinker

· Prior knowledge in Finance and HR added advantage

· Ability to converse in Mandarin a plus

· Only Singaporeans

· Salary will commensurate experience


Tell employers what skills you have

Water
IRAs
Construction
Online Banking
Approval Process
Tax
ISO
Landlord
Payroll
Income Tax
Office Software
Administrative Support
IT Management
Screening
Scheduling
Facilities Management

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