ADMIN & FINANCE OFFICER

Job Description & Requirements

Finance Duties

. Report to the Finance Executive.

. Handling all payroll related matters, ensuring fair and prompt release or freeze (by instruction of operations department and management, or freeze the salary if poor attendance) of salary payment to all employees.

. Make sure all the bank reports are printed and funds are credited into employees account.

. Attend to site officers enquiries with regards to payroll matters and complaints.

. Handling final payment for resigned staff.

. Filing IR21 for resigned staff (foreigners) and process final payment upon approval by IRAS.

. Submit CPF contribution for FTE & PTE only.

. Assist Finance Executive in any ad hoc reporting required by the management

. Liaise with Administrative & Operations Department on daily wages matters if necessary

. Ensure Accounts department's file systems, data and etc is carried out and updated effectively

. Verify the discrepancies of attendance by time sheet & payment before deadline.

. Prepares summary of payment for daily rated officers.

. Prepares summary of payment for weekly officers.

. Prepares summary of payment for monthly officers.

. Prepare payslip for all FTE & PTE staff.

. Liaise with the vendors/ contractors/ suppliers for checking of quotations and purchase order as and when required

. Prepare invoices & delivery order for billing matters including GST & credit note submission,

. Ensure adequate cash flow by following up payment schedule by the client

. Manage all banking matters

. Ensure the accuracy for all payroll matters

. Prepare monthly reports for the management review and evaluation

. Ensure the adherence of all rules and regulations of the Company by all staff

Logistics Duties

• Ensure that new employees are issued with relevant logistics and ceased employees have returned all Company issued items
• Attend to all logistics requisitions from Sites and HQ Staff
• Sourcing and maintaining inventory management for all items in the office and all sites. Ensuring all inventory records are up to date
• Sourcing, engaging and liaising with vendors / suppliers / contractors as needed
• Resolve supply, quality, service, and delivery issues with supplier / vendor / contractor
• Responsible for daily operational purchasing needs such as planning, issuing and receiving
• Ensure all logistics records and logs are up to date
• Ensure all logistics reports are done and submitted on time

General Duties

• Attend to all incoming phone calls and transfer them accordingly to the respective personnel
• Ensure all daily routines such as collection, checking receiving of mails are done
• To attend to visitors and interviewees
• To perform data entry for logs and records
• Filing of records and documents in an organized manner
• Prepare meeting minutes and documentation required from time to time
• Provide and responsible for full spectrum of administrative support for various departments
• Overall responsibility to manage and execute a range of administrative functions for the smooth and safe operations in the office, making contingency plans to avoid disruption to office services
• Ensure appropriate follow-through on administrative and support actions, decisions and commitments made by Management by working with parties responsible for implementation
• Ensure all administrative records and logs are up to date
• Ensure all administrative reports are done and submitted on time

Key Requirements:

. Proven admin experience preferred, preferably in security or related industries.

. Candidates without prior experiences are welcome to apply.

. Knowledge of office management systems and procedures.

. Result and service-oriented individual who possesses initiative and good communication skills.

. A proactive team player but with the ability to work independently in challenging projects and timelines.

. Enthusiastic with a can-do attitude