Job description for Administrative Department Assistant

Generic responsibilities and specific tasks

• provides administrative support to the Department and/or managers therefore:

- maintains the dairies, mailboxes and year planners of the respective superiors;

- coordinates the flow of information internally and externally and follows up routine matters;

- schedules and confirms appointments, meetings, (international) conference calls and other events;

- prepares correspondence in English

- orders office supplies;

- arranges visits of guests, assists in welcoming and providing information to guests.

• with regard to meetings:

- takes and transcribes minutes of meetings when required;

• sets up and maintains a comprehensive (electronic) filing system, therefore:

- maintains manuals and certificates;

- organises and executes document control, including follow-up, filing and archiving.

- application of Ship certificates as necessary (prior to expiry )

• prepares and arranges travel therefore:

- books flights;

- makes hotel arrangements

• performs any other specific responsibilities and tasks assigned by the Management.

HR and Payroll : (additional responsibilites after 6 months )

1. Process/run monthly payroll with 3rd party vendor and prepare journal entry for posting, actual posting of ledgers done by HQ accounting. Request for fund to pay employees.

2. Review and submit all documentations for payroll and CPF, SDF payment

3. Prepare, verify all IR8A for employees and update all particulars for employees.

4. Prepare yearly directors declaration for submission.

5. Source, review, interview & recruitment of candidates to fill vacancies, work with Breda HRM to ensure all request are finally approved by BOD prior to recruitment.

6. Create HR request for all HR related changes & updates.

7. Update all employee details in D365 HR module.

8. All employee on boarding & off boarding processes including exit interviews.

9. Prepare, participate in monthly HR meeting with HQ HRM

10. Create Off in lieu in payroll system.

11. Source relevant training courses for employees, upgrade and train employees for various positions.

12. Review and renewal of 3rdParty agreement for payroll processing.

13. Review and renewal of e-benefits /employee medical insurance.

14. Application and renewal of employment & S passes for employees.

Function requirements

Minimum educational level

• Diploma / degree holder, office administration.

Minimum work experience

• Minimum 5 years or above years of relevant work experience