Job Description

Position Overview

We are looking for an experienced and highly organized Office Administrator to manage and support the daily administrative, HR, and operational functions of our Singapore office. The ideal candidate should be familiar with Singapore's regulatory requirements, employee work pass applications, and office management processes, ensuring smooth operations and compliance.

Key Responsibilities

Employee Support & HR Administration

Manage all MOM-related matters, including application, renewal, and cancellation of Employment Pass (EP), S Pass, Work Permits, and Dependant Passes. Use CorpPass for government submissions (MOM, IRAS, ACRA, etc.) and ensure timely compliance. Support employee onboarding/offboarding processes (e.g., preparation of contracts, collection of documents, orientation, exit clearance). Maintain HR records, leave tracking, and employee databases in compliance with PDPA regulations. Administer employee insurance policies, including enrollments, renewals, and claims support.

Office & Facilities Management

Oversee office lease agreements, renewals, and liaise with landlords on tenancy matters. Manage office upkeep, repairs, maintenance contracts, and ensure a safe and conducive work environment. Plan and coordinate office relocation, renovations, and facilities setup when required. Procure and manage office supplies, assets, and vendor relationships.

Events, Travel & Logistics

Plan and organize company events, staff welfare activities, and team-building sessions. Manage travel arrangements, including flight bookings, visas, accommodations, and itineraries for employees and visitors. Support scheduling of internal/external meetings, conferences, and corporate functions.

Finance & Administrative Support

Process staff claims, reimbursement submissions, and approvals via internal systems. Handle vendor invoicing, office procurement budgets, and petty cash when required. Coordinate with Finance/Accounts team for timely payments and compliance with Singapore tax/IRAS guidelines.

General Administration & Compliance

Manage office correspondence, document filing, and communication channels. Liaise with corporate secretarial company to support entity registration, corporate filings, and other statutory requirements. Ensure company practices comply with local Singapore regulations (MOM, IRAS, ACRA). Maintain confidentiality and proper handling of employee and corporate information. Provide ad-hoc administrative and operational support to senior management.

Requirements

Diploma/Degree in Business Administration, Human Resources, or related discipline. Minimum 3-5 years of relevant administrative/HR experience in Singapore. Strong knowledge of MOM processes, work pass applications, and Singapore employment regulations. Hands-on experience with CorpPass, IRAS filings, and ACRA corporate matters. Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and collaboration tools (Lark, Slack, MS Teams). Excellent organizational and multitasking skills with strong attention to detail. Good interpersonal and communication skills to work effectively across teams. * Ability to work independently, exercise discretion, and handle confidential matters.