Highly Organized Administrative Assistant

2 weeks ago

Singapore beBeeAdministrative Full time $35,000 - $55,000

Job Title: Highly Organized Administrative Assistant

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The ideal candidate will have exceptional organizational skills, a keen eye for accuracy and attention to detail. The role involves managing client statutory records, tracking deadlines, assisting with billing and coordinating meetings.

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  • Statutory Filing & Record Keeping:">
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    • Maintain accurate physical and digital registers (e.g., Register of Members, Directors, Charges).">
    • Organize and file corporate documents, including resolutions, minutes, annual returns and statutory forms for ACRA lodgements.">
    • Ensure all client files and records are meticulously maintained, confidential and easily retrievable.">
    • Assist in archiving and disposing of outdated records in accordance with retention policies.">
    • Compliance Deadline Management:">
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      • Monitor and track critical deadlines for clients, including Annual General Meetings (AGMs), financial year-ends and Annual Returns.">
      • Communicate upcoming deadlines to clients.">
      • Prepare reminders for pending statutory requirements.">
      • Billing & Financial Support:">
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        • Prepare invoices for secretarial services, statutory fees and disbursements accurately.">
        • Assist in tracking accounts receivable and follow up on outstanding payments for secretarial fees and lodgement charges.">
        • Process petty cash related to lodgement fees and office expenses.">
        • Liaise with clients regarding billing inquiries.">
        • Meeting Coordination & Support:">
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          • Schedule and coordinate client board meetings, general meetings and internal team meetings.">
          • Assist in preparing meeting agendas and relevant corporate governance documents.">
          • General Administrative & Client Support:">
            • ">
            • Manage incoming and outgoing correspondence, specifically for client-related inquiries.">
            • Assist in preparing basic company secretarial forms and correspondences under supervision.">
            • Maintain client databases and contact information.">
            • Order office supplies, ensuring the office environment is organized and professional.">
            ">
          ">
        ">Required Skills & Qualifications">
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        • Experience in an administrative role for company secretarial firm or legal firm in Singapore is a significant advantage.">
        • Strong willingness to learn and adapt quickly.">
        • Proficiency in Microsoft Office Suite and comfortable with digital filing systems.">
        • Exceptional organizational skills and meticulous attention to detail are paramount.">
        • Excellent time management abilities with capacity to juggle multiple priorities and strict deadlines.">
        • Strong written and verbal communication skills, particularly in corresponding with clients and regulatory bodies.">
        • Ability to work independently with minimal supervision while also being a collaborative team player.">
        • Proactive, resourceful and committed to maintaining confidentiality.">
        • A levels or equivalent and above; relevant certifications or diplomas in business administration or company secretarial practice are a bonus.">
        ">What We Offer">
        • ">
        • A competitive salary commensurate with experience and chosen role.">
        • The opportunity to gain valuable experience in the corporate secretarial field and understand Singapore corporate law.">
        "],

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