Adminstrative Assistant (Corporate Secretarial Support)

NEXTPAGE SOLUTIONS PTE. LTD.; Singapore; Hybrid; SGD 28,000 - 42,000; Full time

Benefits offered by this job

Performance bonus

Hybrid arrangement

Annual leave entitlement

Job summary

NEXTPAGE SOLUTIONS PTE. LTD. in Singapore is seeking an organized onboarding and records administrator to support client onboarding, KYC/CDD administration, and digital filing.

You will ensure files are complete, audit-ready, and easily retrievable, with up-to-date statutory registers. The role requires attention to detail, adherence to documented procedures, and proficiency with Microsoft Office and cloud document platforms.

Qualifications

• Diploma or O-Level/Nitec with relevant administrative experience; fresh candidates with strong attention to detail will be considered.
• Meticulous and comfortable following documented procedures and checklists without cutting corners.
• Proficiency in Microsoft Office and comfortable with cloud document platforms.

Responsibilities

• Prepare and issue engagement letters and KYC checklists to new and existing clients.
• Run and document name screening searches (sanctions, PEP, adverse media) and elevate hits.
• Keep KYC files organised for on-demand inspection; maintain digital filing structure.
• Maintain and update clients' statutory registers; draft resolutions and minutes.

Skills

Attention to detail

Microsoft Office proficiency

Organizational skills

KYC knowledge

Education

Diploma or O-Level/Nitec

Tools

Cloud document platforms

Job description

About the role

You'll be the backbone of our client onboarding and records administration. This role sits at the intersection of compliance and operations — you'll make sure every new client file is complete and audit-ready, our digital filing is clean and findable, and our clients' statutory registers are accurate and up to date.

Key responsibilities

Client onboarding & KYC/CDD administration

• Prepare and issue engagement letters, and KYC document checklists to new and existing clients
• Run and document name screening searches (sanctions, PEP, adverse media) and elevate any hits
• Keep KYC files organised so they can be produced on demand for internal or external inspection

Digital file and folder management

• Own the firm's digital filing structure — set up client folders to the firm's naming and hierarchy conventions and keep them consistently applied
• Scan, name, index, and file incoming documents and correspondence; retire and archive closed files per the retention policy
• Carry out periodic housekeeping to remove duplicates and misfiled documents

Statutory registers & corporate secretarial support

• Maintain and update clients' statutory registers
• Prepare draft resolutions, minutes, and standard forms for review
• Support ad hoc administrative tasks and process improvement initiatives

What we're looking for

• Diploma or O-Level/Nitec with relevant administrative experience; fresh candidates with strong attention to detail will be considered
• Meticulous and comfortable following documented procedures and checklists without cutting corners
• Proficiency in Microsoft Office and comfortable with cloud document platforms

What we offer

• Performance bonus
• Hybrid arrangement
• Annual leave entitlement