Job Description

• Perform varied administrative work unique to the work unit requiring initiative and independent judgment

• Handle problems and non-routine situations by determining the approach or action to take and interprets office guidelines, procedures, policies and practices

• Answer calls, direct phone calls and take messages

• Greet professionally and provide general support to visitors

• Apply QuickBooks Cloud accounting system to record company accounts

• Prepare payment vouchers and telegraphic transfers or issue cheques to sub-contractors & suppliers - (Accounts Payable)

• Issue invoices, credit notes and receipts to respective clients & bank in cheques from clients (Accounts Receivable)

• Deal with journal entries, fixed asset schedules & depreciation, inventory, WIP, year-end adjusting entries, and bank reconciliation

• Handle all regulatory submissions including ECI and quarterly GST return filing

• Follow up with customers on outstanding issues

• Prepare financial reports including corporate trial balance, income statement, balance sheet and general ledger

• Provide documents to assist our external corporate secretary, auditor, and tax agent for dealing with our unaudited financial statements, annual return, and corporate tax filing

• Do sales team’s commission calculations - project advance and closing payments

• Deal with monthly payroll, monthly CPF contribution, AIS and IR8A submissions and update employees’ leaves or off-in-lieu records

• Prepare and submit direct debit & credit authorisation and GIRO application forms

• Apply, renew, and cancel work passes; prepare employment contracts and related HR documents

• Prepare and submit statutory documents and all employees’ related claims including NS makeup, maternity/ paternity, and childcare leave claims

• Liaise with the insurance agent to deal with company insurances and claims including fire, contractor’s all risk, public liability, work injury compensation and foreign medical insurances

• Set up WPOL/EPOL authorisations and corppass admins & users

• Follow up governments’ latest website information

• Submit and process any grant applications

• Arrange related construction courses to directors and employees

• Maintain contact list; act as the point of contact for internal and external clients

• Plan meeting and take detailed minutes

• Write and distribute email, correspondence memos, letters, faxes, forms

• Coordinate and maintain records for staff, telephones, parking, allowances, incentive, commission, advances and petty cash

• Assist in the preparation of regular scheduled reports to directors

• Research new deals and suppliers

• Plan and book travel arrangements for company trips

• Schedule and coordinate meetings, appointment and travel arrangements for managers or supervisors

• Maintain financial accounts by processing customer adjustments

• Recommends potential products or services to management by collecting customer information and analysing customer needs

• Prepare product or service reports by collecting and analysing customer information

• Contribute to team effort by accomplishing related results as needed

• Resolve product or service problems by clarifying the customer's complaint; determine the cause of the problem; select and explain the best solution to solve the problem; expedite correction or adjustment; follow up to ensure resolution