Administrator & Compliance Coordinator

Pikohana Pte Ltd; United States; Remote; USD 4,300 - 6,600; Full time

Job summary

PikoHANA is a Singapore corporate services firm seeking a detail-oriented administrator to maintain Corp Sec documentation. The role focuses on orderly filing structures, version control, and ensuring compliance records are complete and ready for audits.

Initial duties include organizing client folders, updating documents to the latest version, and supporting leadership with reports and checklists. Growth into firm-wide documentation oversight is possible.

Qualifications

• Diploma or Bachelor’s degree in Business Administration, Commerce, or related field.
• Strong working knowledge of Microsoft Office (Word, Excel, Outlook) and cloud file storage / document-management tools (SharePoint, Google Drive, or a DMS).
• Exposure to corporate secretarial, legal or compliance documentation, or KYC/AML/due-diligence records is a plus.
• Experience in a Singapore or international professional-services environment is desirable.

Responsibilities

• Organise and maintain client folders in line with established naming conventions and folder structure.
• Set up folders for new client entities and keep the structure uniform across the Corp Sec client base.
• Administer document updates so that the latest approved version is always the one available in each client’s folder.
• Maintain a clear record of updates and when they occurred.
• Process compliance documentation for statutory registers, board & members' resolutions, ACRA filings, incorporation and KYC/due-diligence records.
• Conduct regular audits of the filing system to correct inconsistencies and misnamed files.
• Assist with preparation of reports, checklists and summaries as needed.

Skills

Attention to detail

Organisation

Communication

Discretion

Independence

Process mindset

Education

Diploma or Bachelor’s degree in Business Administration, Commerce, or related field

Tools

MS Office

SharePoint

Google Drive

DMS

Job description

Team : -

• Corporate Secretarial (Corp Sec) documentation & records

Location : -

• India (remote or [city] office), supporting Singapore-based clients and executives

Reports to : -

• Corporate Secretarial Team Lead / Senior Executive (Singapore)

Works with : -

• Corp Sec, Accounting, Tax and Reporting teams; senior leadership

Employment type : -

• Full-time, permanent

Working hours : -

• Aligned to Singapore business hours (SGT = IST + 2h 30m); daily overlap required

Role overview : -

• PikoHANA is a Singapore corporate services firm. This role keeps the documentation behind our corporate secretarial (Corp Sec) work orderly, current and compliant.
• It is a primarily administrative position that supports senior executives by maintaining a consistent filing structure across our client base and ensuring every compliance document is correctly named, version-controlled and stored.
• We are seeking an organised, detail-driven professional who takes pride in keeping information tidy and audit-ready.
• You will be the person the team trusts to know where every document is, that it is the latest version, and that nothing is missing - across statutory registers, resolutions, ACRA filings, incorporation documents and KYC/compliance records for our Corp Sec clients.

Key responsibilities : -

Filing structure and organisation

• Organise and maintain client folders in line with PikoHANA's established naming conventions and folder structure, so any document can be located quickly and consistently.
• Set up folders for new client entities and keep the structure uniform across the whole Corp Sec client base.

Version control and document updates

• Administer document updates so that the latest approved version is always the one available in each client's folder, and superseded or duplicate versions are archived or removed.
• Maintain a clear record of what has been updated and when, so the team can rely on the folder as the single source of truth.

Compliance documentation

• Process compliance documentation for senior executives statutory registers, board and members' resolutions, ACRA filings, incorporation and constitutional documents, and KYC / due-diligence records checking each for accuracy and completeness before filing.
• Flag missing signatures, expired documents, or gaps (for example an outstanding KYC refresh or an unsigned resolution) to the responsible executive.

Audits and quality

• Conduct regular audits of the filing system to identify and correct inconsistencies misnamed files, misfiled or duplicated documents, and out-of-date versions.
• Track recurring issues and suggest small improvements to the conventions or process so the same errors do not recur.

Reporting and administrative support

• Assist with the preparation of reports, checklists and summaries as needed (for example a status list of outstanding documents by client).
• Provide general administrative support to senior leadership and the Corp Sec team.

Potential for growth : -

• The initial focus is on supporting senior executives with Corp Sec documentation.
• As the role establishes a reliable, well-run system, it may evolve into a company-wide documentation role - overseeing record-keeping and compliance-documentation standards across teams, defining conventions, and supporting broader compliance initiatives.
• This is a genuine path for someone who wants to grow from coordinating documentation into owning it firm-wide.

Qualifications and credentials : -

Required

• Diploma or Bachelor's degree in Business Administration, Commerce, or a related field.
• Strong working knowledge of Microsoft Office (Word, Excel, Outlook) and cloud file storage / document-management tools (e.g. SharePoint, Google Drive, or a DMS).

Preferred

• Exposure to corporate secretarial, company-secretary, legal or compliance documentation, or to KYC / AML / due-diligence records.
• Experience in a Singapore or international professional-services environment.

Experience : -

• Approximately 2-5 years in administration, document control, records management or compliance support.
• Demonstrated experience building and maintaining a structured filing system with disciplined version control.
• Experience handling confidential documents with discretion.
• Exposure to supporting overseas / offshore clients or teams is an advantage.

Skills and competencies

• Attention to detail. Meticulous and methodical; naturally spots a misnamed file, a wrong version or a missing document.
• Organisation. Keeps large volumes of documents orderly and can prioritise competing requests effectively.
• Communication. Clear, professional written and spoken English for chasing documents and liaising with executives.
• Discretion. Handles confidential corporate and personal records responsibly and securely.
• Independence. Works reliably on their own, follows conventions, and manages a steady workload without close supervision.
• Process mindset. Follows established conventions consistently and looks for small ways to make the system better.

Working arrangements

• Full-time, India-based (remote or [city] office).
• Daily working-hours overlap with Singapore (SGT = IST + 2h 30m) to support senior executives and time-sensitive filings.
• Reports to the Singapore-based Corporate Secretarial Team Lead / senior executive.

Must-have

• Proven administrative / document-control experience; genuinely strong attention to detail; excellent written English; discretion with confidential records; comfort with MS Office and a file-management tool; SGT overlap.

Nice-to-have

• Corporate-secretarial, legal, compliance or KYC/AML document exposure; Singapore / international professional-services background; SharePoint or DMS experience.

Watch for

• Errors or sloppiness in their own application or CV (a direct signal for this role); no experience with structured filing or version control; weak written English; a casual attitude to confidentiality; needs constant supervision.

Sourcing notes

• Target candidates from KPO/BPO document-management and back-office teams, company-secretary and law-firm administration, and KYC/AML operations.
• Because attention to detail is the core requirement, treat the quality and accuracy of the application itself as an initial screen.
• A careful, English-fluent administrator ready to grow into a firm-wide documentation role is the ideal profile good value and strong retention.