The posting
Administrative Assistant
Job Description
We are looking for a responsible, organised and detail-oriented Administrative Assistant to support the company's daily administrative, accounting, human resource, statutory compliance and operational activities.
The successful candidate should be able to multitask, manage different responsibilities efficiently and coordinate with workers, suppliers, government authorities and other external parties. Relevant experience in Singapore administrative and accounting procedures is required.
Key Responsibilities
1. MOM, CPF, IRAS, ACRA & BCA Matters
- Handle MOM-related matters, including work pass applications, renewals, cancellations, transfers and other work pass administrative procedures.
- Manage foreign worker documentation and related administrative requirements.
- Handle CPF submissions and related administrative matters.
- Handle IRAS-related tax matters, documentation and relevant submissions.
- Assist with ACRA company filings, annual returns and updates to company information.
- Assist with BCA-related applications, renewals, submissions, documentation and other administrative matters relevant to the construction business.
- Maintain statutory and construction-related records and monitor submission deadlines.
- Liaise with government authorities and external parties to follow up on outstanding matters.
2. Insurance & Employee Administration
- Handle WICA (Work Injury Compensation Act) claims and follow up on work injury cases.
- Manage medical insurance claims and liaise with insurance companies.
- Maintain accurate employee records and employment documentation.
- Record and monitor workers' attendance, annual leave, medical leave and other absences.
- Follow up on employee-related matters and keep Management informed of important updates.
- Coordinate work pass documentation, insurance matters and other employee-related administrative requirements.
3. Accounts & Bookkeeping
- Maintain accurate records of company accounts and daily financial transactions.
- Prepare customer invoices, bills and supporting documents.
- Prepare Payment Vouchers (PV) and record payments, expenses and other financial transactions.
- Assist with bookkeeping, basic accounting and account reconciliation.
- Assist with employee's payslip.
- Maintain proper filing systems for invoices, receipts, payment records and other financial documents.
- Monitor outstanding customer payments and follow up on overdue accounts when necessary.
- Keep accounting records organised, accurate and up to date.
4. Daily Operations & Communication
- Communicate with workers, suppliers and external parties regarding daily operational matters.
- Coordinate workers and follow up on daily operational tasks.
- Handle enquiries and administrative matters professionally.
- Monitor ongoing jobs, work progress, outstanding tasks and operational issues.
- Keep Management informed of important matters, problems and delays.
- Report urgent or important matters to the Administrative Manager promptly and provide regular updates on ongoing jobs and operational issues.
5. General Administrative Duties
- Handle business correspondence, emails and telephone enquiries.
- Maintain proper filing systems and company documentation.
- Organise administrative, accounting, employee and operational records.
- Assist with stock checking and inventory records when required.
- Lift and carry items weighing approximately 5–10 kg when required for stock checking.
- Provide general administrative support to Management.
- Perform other relevant duties as assigned by Management.
Job Requirements
- Minimum 3–5 years of relevant administrative and accounting experience.
- Practical knowledge of Singapore MOM work pass procedures, CPF submissions, IRAS matters and ACRA requirements.
- Familiarity with BCA-related procedures and construction industry documentation will be an advantage.
- Experience handling WICA claims, medical insurance claims and employee documentation.
- Knowledge of bookkeeping, invoices, payment vouchers, expenses and outstanding payments.
- Computer literacy is requirement and the ability to handle business correspondence and accounting documentation in English.
- Strong multitasking, organisational and time-management skills.
- Able to prioritise tasks, meet deadlines and manage multiple responsibilities in a fast-paced working environment.
- Good communication and coordination skills when dealing with workers, suppliers, government authorities and external parties.
- Able to work independently, handle routine administrative issues and report important matters to Management promptly.
- Able to perform stock-checking duties involving items weighing approximately 5–10 kg when required.
