Administrative Executive (Japanese Speaking) - KV

PASONA SINGAPORE PTE. LTD.; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A leading administrative services firm is seeking an Administrative Executive (Japanese Speaking) to manage back-office operations, HR, and accounting tasks in Singapore. The candidate should possess strong Japanese proficiency for coordinating with Japanese firms and handling financial matters. This role provides an opportunity to work independently in a dynamic environment without established processes.

Qualifications

• Proven experience in managing corporate bank accounts.
• Independent management of HR and administrative functions.
• Hands-on experience in Singapore's Employment Law and Accounting practices.

Responsibilities

• Support operation of the Singapore entity with back-office tasks.
• Handle accounting duties including vendor payments and financial reporting.
• Manage employee data and oversee recruitment processes.
• Serve as Office Manager for the upcoming Tokyo Branch in April 2024.

Skills

Japanese language proficiency

HR management

Accounting knowledge

Basic AWS

Job description

Position: Administrative Executive (Japanese Speaking) (Job ID: 19955)

Location: Beach Road

Required skills: Basic + AWS

General Back-Office Operations

• Play a central role in supporting the operation of the Singapore entity, handling accounting, HR, general affairs, and administrative functions.
• Workflow Design and Improvement: develop and enhance systems and processes to streamline daily operations and improve efficiency.

Accounting Duties

• Manage three corporate bank accounts.
• Handle vendor payments and issue invoices.
• Prepare necessary documents for P&L and Balance Sheet reporting, submit them to the accounting firm, and review finalized financial statements.
• Oversee accounting and taxation matters, liaising with external accounting firms and tax authorities.
• Responsible for audit coordination.
• Support annual budget preparation and participate in monthly reporting meetings.

Human Resources and Employee Benefits

• Prepare payroll‑related documents and provide them to the accounting firm.
• Manage employee data and oversee the recruitment process.
• Administer employee benefits programs.
• Possess knowledge and hands‑on experience in Singapore’s Employment Law (MOM), Company Law (Company Secretary matters), and Accounting practices.

Tokyo Branch Management

• Serve as Office Manager for the Tokyo Branch established in April 2024.
• Coordinate with Japanese judicial scriveners, lawyers, and banks to facilitate branch establishment.
• Liaise with Japanese accounting firms to handle accounting and tax matters for the Tokyo Branch, and coordinate between Singapore and Japan accounting offices.
• Coordinate with Japanese staffing agencies for temporary staff recruitment at the Tokyo Branch.
• Manage office lease agreements, insurance policies, and other contracts to ensure smooth business operations.

Job Requirements

• Proven experience in handling communications with banks; familiarity with managing multiple corporate bank accounts is an advantage.
• Strong ability to manage HR and administrative functions independently, demonstrating high ownership and responsibility.
• Japanese language is required to effectively coordinate with Japanese accounting firms and manage Japan‑based financial matters in Japanese, also required to attend internal meetings with HQ Japanese speakers.
• Comfortable working in a dynamic environment without existing manuals or established processes, taking initiative to manage all back‑office operations comprehensively.