Office Manager

We are looking for Office Manager for our Singapore Studio. The ideal candidate will undertake administrative tasks, accounting and human resources to ensure the office has adequate support to work efficiently. She will be competent in prioritizing and working with little supervision and will be self-motivated and trustworthy.

The office manager ensures smooth running of our Singapore studio and contributes in driving sustainable growth.

Responsibilities:

Be Responsible for organizing and coordinating office operations and procedures in order to ensure organizational effectiveness and efficiency. This includes maintaining office services, supervising office staff and maintaining office records, supporting budgeting and bookkeeping procedures, human resource matters and preparation of timely reports and prepare proposals as assigned.

Accounting Assistance

• Prepares monthly reports comprising the following for submission to external Accountant:

1. Cash Report
2. Staff Salary Report
3. Invoice Summary and Aged Debtors
4. Expenses report

• Prepare accounts payable and make payments
• Update cash flow forecast report
• Provide necessary information to accountant to complete the monthly report and tax filing
• Payroll including annual AIS, IR21 as and when required.
• Prepares and submit monthly CPF contributions through e-submission.
• Liaison with external vendors for accounting matters/Secretarial matters

Human Resources

• Prepares Letters of Offers to new employees and prepares contract of employment.
• Apply Work Passes
• Filing of IRAS

Office Duties

• Answering calls
• Handles email enquiries
• Calendar management and arranging appointments, meetings etc
• General office management such as ordering stationery, office cleaning services, etc
• Organize office operations and procedures
• Maintain office equipment
• Liaise with other vendors
• Update and renew organizational memberships such as BOA, SIA, PSPC Listing etc and subscriptions
• Liaise with building management for office related matters including lease renewals

IT

• Arrange for necessary user ID; email address and accessibility to drives for new employees and termination of user ID; email address for outgoing employees

• IT support - liaise with IT management to implement consistent workstation hardware / software platforms for Spark studio
• To have an overview of Office IT status
• Monitor hardware/software upgrade against manpower requirements
• Monitor server and other IT matters together with external IT.
• Upkeep list of software, licences, and other IT matters and arrange for necessary renewals and purchases in line with the annual IT budget

In addition to these typical duties, may perform other duties as assigned and required

Requirements:

• Education: Business Administration and Management
• Minimum of 5 years working experience
• Strong working knowledge of Microsoft Office (Word, Excel, Powerpoint, Outlook).
• Organized, committed and be able to multi-task
• Able to maintain strict confidentiality on all administrative and financial information
• Strong communication skills, team player
• Committed, independent, reliable, accurate and proactive
• Able to find solutions, make analytical decisions and set priorities
• Excellent level of verbal and written English and Chinese

Personal Traits

• Respectful, honest and trustworthy
• Flexible
• Demonstrate sound work ethic
• Possess cultural awareness and sensitivity

Write to us at admin@sparkarchitects.com with CV.

or more information visit us at www.sparkarchitects.com