Sembawang - Administrative Assistant

Job Summary

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.

• 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• Assist in archiving and disposing of outdated records in accordance with retention policies.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.

• 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.

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

• 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.