Senior Administration (H.S./Assoc. Degree Acceptable)

Cesna Recruitment; Singapore; On-site; SGD 50,000 - 85,000; Full time

Job summary

Cesna Recruitment in Singapore seeks an experienced Administrative Operations Manager to oversee daily office operations, procurement, facilities, and reception. This role ensures smooth workspace functioning and effective administrative support.

The position also acts as the main liaison with the external accounting firm, coordinates monthly financial documents, and supports audits and tax filings while preparing management reports for headquarter offices in Korea and Malaysia.

Qualifications

• At least 5 years of administration or office management experience.
• Experience liaising with external financial/accounting agency or overseas HQ preferred.
• Strong document handling and coordination skills.
• Ability to review financial deliverables with financial literacy.
• Proactive, responsible, and able to work with minimal supervision.

Responsibilities

• Oversee day-to-day office operations including procurement, maintenance, premises management and reception.
• Liaise with external accounting firm, organise monthly documents and ensure accuracy before HQ review.
• Monitor audits and tax filings, provide supplementary documents, and track deadlines.
• Monthly internal reporting and coordination between headquarters and external agency.

Skills

Administrative experience

Liaison with external agency

Document management

Project coordination

Self-organization

Job description

1. Daily Administrative Operations Management

• Oversee day‑to‑day office operations, including procurement of office supplies, equipment maintenance, premises management, and visitor reception.
• Manage the filing and safekeeping of company documents, contracts, seals, and other important records, ensuring completeness and easy retrieval.
• Arrange internal meetings, take minutes, and follow up on action items.
• Assist management with ad‑hoc administrative tasks and projects as assigned.

2. Liaison with External Financial Agency

• Serve as the sole point of contact between the company and the external accounting firm / financial agency – collect, organise, and provide monthly financial source documents (e.g., invoices, bank statements, reimbursement vouchers) to the agency.
• Follow up on financial reports, tax returns, and other deliverables prepared by the external agency; perform preliminary checks to ensure accuracy before submitting them to the headquarters in Korea and Malaysia.
• Monitor the progress of annual audits and tax filings, ensuring the external agency meets deadlines; assist with administrative coordination (e.g., providing supplementary documents, arranging for seal/stamp approvals) as needed.
• Report to management in a timely manner on the agency’s progress and any potential risks.

3. Monthly Reporting and Communication with Headquarters

• Each month, obtain financial data from the external agency and compile internal management reports according to templates provided by headquarters; submit these reports to the Korean and Malaysian offices by the stipulated deadlines.
• Facilitate the flow of information between headquarters and the external agency, ensuring smooth communication and accurate document transmission.

4. Compliance and Document Preparation

• Cooperate with the external agency to prepare foundational documents required for annual tax filings (e.g., corporate income tax, GST), ensuring all materials are complete and compliant.
• Independently handle various administrative declarations (e.g., annual company filings, government statistical surveys) – these do not require specific financial calculations.

• Education: No specific educational qualification required.
• Experience:
  • At least 5 years of experience in administration or office management, of which at least 2 years involve liaison with an external financial/accounting agency or responsibility for submitting financial reports to an overseas headquarters.
  • Candidates with solid administrative experience in other industries (e.g., trading, manufacturing, investment) who possess strong document handling and coordination skills are also welcome.
• Personal Attributes:
  • Proactive, with a strong sense of responsibility, good judgement, and the ability to solve problems independently.
  • Able to thrive in a small‑team environment, self‑organise work priorities, and deliver tasks on time without frequent supervisory guidance.
• Additional Note: This role does not require hands‑on bookkeeping or tax computation, but the candidate should possess sufficient financial literacy to effectively review deliverables from the external agency.