General Affairs Manager

6 days ago

Singapore POKKA PTE. LTD. Full time

Job Role Summary
The incumbent will be primarily responsible for supporting General Affairs by providing focused and specialized business operations across Pokka Pte Ltd (PK) and Pokka Logistics Singapore Pte Ltd (PLS).
As a Corporate Secretary, the incumbent is to ensure compliance with legal and regulatory requirements, support board governance, and maintain corporate records.
Area of Responsibility
General Affairs (GA):
Lead GA Functions for both PK and PLS.
Facilitate Executive Committee Meetings and Board of Director Meetings.
Record and Prepare Minutes of Meetings.
Liaise with solicitors on legal matters. Maintain all office legal and permit documents, dealing and liaising with related external parties.
Safekeeping of Non-Disclosure Agreements/Contracts.
Implement Office General Guidelines, House Rules, and Policy.
Prepare GA Budget and monitor expenses.
Manage GA Sharepoints.
Manage and Lead the GA team to perform activities such as but not limited to:
Purchasing: Supervise routine and non-routine office purchases such as pantry and stationery stock, and other new office facilities, ensuring sufficient stock and maintaining good relationships and negotiating with vendors.
GA Coordination: Supervise and coordinate GA team members and messengers.
Expat Matters: Maintain all expatriate’s matters such as car, housing, passages, etc.
Vendor and FA Bridging: Work closely with vendors and Finance/Accounting to ensure vendor invoices and all supporting documents are completed, and payments are made in a timely manner.
Business Trip Arrangements: Arrange tickets for business trips in accordance with Company’s Travelling Guidelines and/or policies.
Insure/Renew Commercial Insurance for both PK and PLS.
Company Fleets: Manage the company's fleets. Keep registry records, renew fleets’ road tax, insurance, and VPC (whenever applicable).
Office Contribution Arrangements: Flower arrangements for special events, etc.
Company Secretary (PK & PLS) and Corporate Admin:
Liaise with Filing Agent (Boardroom Secretariat Services) for the following matters:
Reminder of Holding of Annual General Meetings;
Director Resolution In Writing for New Appointment and change of Board of Directors;
DRIW for New Appointment and Change of Company Secretary;
Prepare DRIW and Certified Extract of Board Resolution for banking-related matters, e.g. change of bank signatories, opening or closing of bank accounts; banking facilities, etc.
Maintenance of the Company’s Statutory Registers and Minutes Book.
Update Company’s Register of Registrable Controllers and maintain the Register of Nominee Directors.
Prepare any Regular or Special DR as and when required.
Safekeep Company Seal.
Safekeep all Company’s Contracts, Licenses, and Permits.
Liaise with engaged external Company’s Secretary and Sponsor on all relevant secretariat matters.
Education and Experience
Bachelor’s in Business Administration or Degree in any field.
Minimum 5 years of experience in GA or Office Service with 3 years in a leadership role.
Good knowledge of corporate secretarial practices and familiarity with Companies Act and regulations of regulatory bodies.
Strong Leadership, wide networking, and good interpersonal skills.
Broad knowledge and experience in expat permits, company legal document permits, and renewals.
Ability to build strong relationships and communicate well with government agencies.
Good knowledge and experience in safety and security.
Relevant experience in the Manufacturing or Logistics industry will be an added advantage.
Professional Qualifications
Singapore Association of the Institute of Chartered Secretaries and Administrators (SAICSA) qualified preferred.
Aptitude and Skills
Able to communicate well and effectively.
Good written skills.
Able to work independently.
Think creatively.
Objective thinking.
Team player who believes in advocating teamwork.
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