office admin specialist

Location: Bugis/Lavender Central

Level of management: Experienced (Non-Manager)

Job type: Full-Time Permanent

Location: Singapore

Job Category: Admin

KEY DUTIES WILL BE:

Human Resources

• Execute the monthly payroll calculation, and cost allocation for all employees in SG entity.
• In charge of monthly CPF online submission and payment, assist in other claims according to MOM's policy
• Oversee the execution of personal income tax for monthly declarations and/or yearly finalizations.
• Manage mandatory payments and reporting for healthcare insurances; liaise with suppliers for complex claim cases.
• Ensure compliance with internal and external audits related to labor, payroll, and personal income tax in needed
• Collaborate closely with the Finance/Accounting team, specifically Accounting Managers and the CFO, to ensure accurate financial reporting and compliance when needed
• Undertake additional HR responsibilities as assigned by line managers.

Operation

• Assist the country's managing director with high-level administrative, strategic, and operational support.
• Oversee the day-to-day administrative operations of the DRSG office, ensuring efficient office management.
• Coordinate and organize high-level office activities, manage office layouts, and oversee the stock of office supplies.
• Greet and manage high-profile visitors, coordinate inbound and outbound office mail, and handle office logistics and transport arrangements.
• Track and conduct follow-ups for employee compliance on company requirements and initiatives.
• Supervise the maintenance and cleanliness of the office environment, ensuring it meets company standards.
• Manage office-related budgets and ensure cost-effectiveness in office operations.
• Maintain and enhance HR processes and policy documentation.
• Analyze trends and metrics in partnership with the HR team to develop innovative solutions, programs, and policies.
• Administer and optimize human resource information systems and related reporting.
• Maintain up-to-date knowledge of benefit programs and offerings, ensuring compliance with all regulatory requirements.
• Coordinate complex immigration and visa processing tasks (if needed)

Procurement

• Assist with procurement for special projects and SG office (e.g., events, marketing materials).
• Verify procurement activities align with Singapore tax and compliance laws (e.g., GST, Withholding Tax).
• Liaise with Accounts for timely PO updates and resolve discrepancies.
• Prepare and submit non-financial tender/RFP documents for new client onboarding (if needed)
• Ensure tender documentation complies with regulatory requirements in Singapore.
• Coordinate vendor onboarding (documents, compliance, ACRA checks).
• Validate bank account details for new vendors to ensure accuracy.

Job Requirements:

General

• Years of Experience: 2+ years in HR and administrative roles.
• Minimum Education Level: Bachelor's degree in Human Resources, Business Administration, or a related field.

Required Skills

• Advanced proficiency in MS Excel with strong analytical capabilities.
• Deep understanding of the Employment Act and MOM's process
• Exceptional customer service and interpersonal skills, with a proven ability to work effectively in a team.
• Strong logical thinking and time management skills.
• Excellent communication skills
• Maintain strict confidentiality of all sensitive information involving company operations, employees, and clients
• Uphold a high degree of professionalism, discretion, and accountability when supporting the management