(Singapore) Accounts & Admin Clerk

(1) Office Administration:

• Welcome and assist visitors with professionalism and courtesy.
• Answer and direct incoming calls and inquiries to appropriate contacts across the company and its group of companies .
• Handle incoming and outgoing mail and deliveries efficiently across the company and its group of companies.
• Perform various word processing tasks, including drafting correspondence, memos, reports and presentations.
• Maintain office filing and storage systems, both physical and electronic across the company and its group of companies.
• Monitor and replenish office supplies and equipment.
• Follow up with clients, visitors, and vendors via email or phone as needed.
• Coordinate and monitor office maintenance and servicing to uphold a conducive working environment.

(2) Administrative Support:

• Schedule and coordinate physical and virtual meetings, appointments and events.
• Arrange logistics for meetings, including room setup, Zoom meeting, calendar invitation, catering, and audiovisual equipment.
• Support government applications and handle related documentation.
• Assist with travel arrangements and accommodations for staff and visitors.

(3) Documentation and Correspondence:

• Assist with the filing and e-filing of expenses bills, purchases bills, claim forms, payment proof and other forms.
• Generate and process Purchase Order, Quotation, Invoice, Delivery Order, Official Receipts and Payment Vouchers.
• Check schedule for payment due and send payment proof to respective service provider.
• Maintain accurate records and databases, ensuring data integrity and confidentiality.
• Create and maintain spreadsheets and presentations as required.
• Understand and identify the expenses with correct Expenses Type to prepare claim forms by compiling payment voucher, softcopy and hardcopy invoices and receipts.
• Send claim forms and payment proof to the claim person to ensure the amount is correct.
• Obtain invoices through various subscription portals for expenses record-keeping.
• Collaborate with the Company Accountant to address expenses queries and ensure accurate record-keeping.
• Support external provider assessment processes with necessary documentation.

(4) Communication and Coordination:

• Foster effective communication within the team to facilitate smooth workflow and coordination.
• Handle inquiries and requests from internal and external parties promptly and professionally.

(5) Problem Solving and Initiative:

• Proactively identify and address administrative challenges, proposing process improvements as needed.
• Take initiative to complete tasks and follow up on outstanding items.

(6) Ad-hoc & Management Support:

• Provide administrative and operational support to management as assigned.
• Assist in continuous improvement initiatives for documentation and administrative processes.
• Perform ad-hoc duties as required to support the wider team and ensure efficient daily operations.