Office Executive

**1 **Routine**

1a 0900-0930 daily:
1a(i) Ensure that the General Office is in tidy working order by opening the doors, switching on

the lights, air-con, music and all other office equipment.

1a(ii) Ensure that the Pantry is in tidy working order with all thermo flasks filled, hot and cold

water and all utensils made available.

1a(iii) Ensure that the Conference Room is in tidy working order with the blinds opened, white

board and tables cleaned andall chairs set in proper order.

1b half an hour before knocking off time:
1b(i) Inspect and ensure that the Conference Room projector and other equipment are shut-off.

1b(ii) Inspect and ensure thatthe Pantry is cleared of all debris and all common utensils are

washed and placed in proper order.

1b(iii) Inspect, ensure and remind all staff in General Office to wash their own utensils and pack

their tables before knocking off.

1b(iv) Inspect and ensure that all confidential cabinets are lock, all unnecessary office equipment,

speakers, air-con and lights areshut off in the General Office before knocking off or remind

the last person in the office to do so.

1b(v) Ensure that all Office doors are lock before knocking off or remind the last person in the

office to do so.

1c weekly:
1c(i) Ensure that the week’s rubbish is cleared from the Office. 1c(ii) Ensure that the plants are

watered, soil loosen and fertilized.

1d monthly:
1d(i) Supervise and ensure that the Office is vacuum and clean of dust whether it is by cleaner or

not.

1d(ii) Check and replenish the pantry with necessary supplies. 1d(iii) Submit Company Financial

Statement on the 1st working day.

1d(iv) Issue cheques for salaries, CPF and other expenses on the last working day. 1d(v) Ensure

all office bills are paid within the stipulated time.

1e Annual:
1e(i) Comply to Company Secretary requirements for necessary submission and/or audit within

the stipulated time.

1e(ii) Complete Company tax return.

1e(iii) Renew contract of or reappoint Company Secretary before contract expires.

1e(iv) Renew any contract of or reappoint any supplier of services to the Company before

contract expires.

**2 **Accounts**

2a Update and maintain the Accounts Filing System.

2b Perform account related administrative services in Sales & Receipt Cycle (sales invoicing,

reminders and collection) and Payment Cycle (provision of signatories, account payables

process).

2c Provide necessary financial reports including management accounts, prepare cash flow

projections, administercorporate & personal tax compliance and assist in setting up

accounting policies and procedures.

2d Process salaries, reimbursements and CPF of employees. 2e Perform monthly bank account

reconciliation.

2f Submit month-end financial closing report. 2g Perform year-end financial closing.

2h Liaise with the tax advisor in relation to corporate income tax return, include compiling

necessary information and respond to their queries in time.

2j Compute and file tax return of GST and withholding tax where applicable.

2k Perform cashier’s duty including the dispensation of reimbursements, rent and other

payments with proper receipts for account audit and filing.

2l Co-ordinate all Company related banking and financial services.

**3 **Human Resource**

3a Maintain organization staffs by establishing a recruiting, testing, and interviewing program.

interviews and recommending changes.

3c Draw up and maintain employment contract, benefits programs and informs employees of

benefits by studying andassessing benefit needs and trends; recommending benefit programs

to management; directing the processing of benefitclaims.

3d Assist the Directors/Managers in planning of employee appraisal, coaching employees;
resolving employee grievances;counseling employees.

**4 **Administration**

4a. Familiar with BOA rules and regulations for the Architectural Licence renewal.

4b. Office administration, include collecting mails, courier arrangement, procurement of office

equipment, supplies and materials.

4c. Handle all general functions to office administrative work such as filing, data entry, etc.

4d. Provide full administrative support to the company.

4e. Manage office inventory and ensure office supplies are sufficient and replenish.

4g. Any other ad-hoc duties assigned.

4h. Maintains appointment diaries for Directors/Managers, co-ordinate travel arrangements

include preparation of travel documents, arrangement of transport, accommodations and

venues for meeting, visits and events.

4i. Co-ordinate receptions, meetings and prepare associated agendas, minutes, room bookings

and notifications.