Administrative Assistant

Providence Management Services; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A leading company in Singapore is seeking a diligent Administrative Assistant to support its growing company secretarial team. The role focuses on managing client statutory records, ensuring compliance with deadlines, and providing general administrative support. Ideal candidates are detail-oriented, organized, and eager to learn about the corporate secretarial field.

Benefits

Competitive salary based on experience

Valuable experience in corporate secretarial practices

Qualifications

• Experience in an administrative role for a company secretarial or legal firm in Singapore is advantageous.
• Exceptional attention to detail with strong organizational skills.
• Proactive and resourceful with the ability to maintain confidentiality.

Responsibilities

• Maintain accurate statutory registers for clients and organize corporate documents.
• Track and communicate compliance deadlines for clients.
• Assist with client billing and financial record keeping.

Skills

Organizational skills

Attention to detail

Time management

Communication skills

Proficiency in Microsoft Office Suite

Education

A levels or equivalent

Certifications in business administration or company secretarial practice

Job description

Job Summary

We are seeking a highly organized, detail-oriented, and proactive Administrative Assistant to join our growing company secretarial team. This role is essential for the smooth operation of our firm, particularly in managing client statutory records, tracking crucial deadlines, assisting with billing, and coordinating client and internal meetings. The ideal candidate will have a keen eye for accuracy and a strong understanding of the importance of compliance in the corporate secretarial field in Singapore.

Responsibilities

• Statutory Filing & Record Keeping:
• Maintain accurate and up-to-date physical and digital statutory registers (e.g., Register of Members, Directors, Charges, Controllers).
• Organize and file all corporate documents, including resolutions, minutes, annual returns, and statutory forms for ACRA lodgements.
• Ensure all client files and records are meticulously maintained, confidential, and easily retrievable.
• Assist in archiving and disposing of outdated records in accordance with retention policies.
  
• Compliance Deadline Management:
• Proactively monitor and track critical deadlines for all clients, including Annual General Meetings (AGMs), financial year-ends, Annual Returns, and other ACRA lodgements.
• Communicate upcoming deadlines to clients.
• Prepare and dispatch reminders to clients for pending statutory requirements.
  
• Billing & Financial Support:
• Prepare and issue invoices for secretarial services, statutory fees, and disbursements accurately.
• Assist in tracking accounts receivable and follow up on outstanding payments for secretarial fees and lodgement charges.
• Process and reconcile petty cash related to lodgement fees and office expenses.
• Liaise with clients regarding billing inquiries.
  
• Meeting Coordination & Support:
• Schedule and coordinate client board meetings, general meetings, and internal team meetings.
• Assist in preparing meeting agendas and relevant corporate governance documents.
  
• General Administrative & Client Support:
• Manage incoming and outgoing correspondence, including emails, mail, and phone calls, specifically for client-related inquiries.
• Assist in preparing basic company secretarial forms and correspondences under supervision.
• Maintain client databases and contact information.
• Order and maintain office supplies, ensuring the office environment is organized and professional.
• Provide general administrative support as needed.
  

Qualifications

• Experience in an administrative role for company secretarial firm or a legal firm in Singapore is a significant advantage.
• Strong willingness to learn and adapt quickly.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and comfortable with digital filing systems.
• Exceptional organizational skills and meticulous attention to detail are paramount.
• Excellent time management abilities with the capacity to juggle multiple priorities and strict deadlines.
• Strong written and verbal communication skills, particularly in corresponding with clients and regulatory bodies.
• Ability to work independently with minimal supervision while also being a collaborative team player.
• Proactive, resourceful, and committed to maintaining confidentiality.
• A levels or equivalent and above; relevant certifications or diplomas in business administration or company secretarial practice are a bonus.

Working Hours

• Full-time: Monday – Friday, 9:00 AM – 6:00 PM
• Part-time: 20-25 hours per week, with a flexible schedule to be discussed

What We Offer

• A competitive salary commensurate with experience and the chosen role (part-time/full-time).
• The opportunity to gain valuable experience in the corporate secretarial field and understand Singapore corporate law.