Assistant Administration Manager

The Assistant Administration Manager is responsible for supporting and managing the company’s daily administrative, accounts, and human resource functions. This role assists the management team in maintaining proper company records, supporting payroll and CPF matters, coordinating accounting documentation, handling employee-related administration, and ensuring smooth day-to-day office operations.

Key Responsibilities:

1. Accounts and Finance Support

Prepare and maintain basic accounting records, payment records, invoices, receipts, and supporting documents.

Assist with accounts payable and accounts receivable matters, including payment coordination, supplier invoices, customer payment records, and internal payment follow-ups.

Support payroll preparation and salary payment records.

Assist with CPF contribution submissions and related payroll documentation.

Coordinate with external accountants, bookkeepers, or tax agents on company accounts, financial records, GST-related documents, and tax filing matters.

Maintain proper filing of financial documents for internal records, accounting review, audit support, and government-related submissions.

Assist in preparing supporting documents for claims, grants, government reimbursement applications, and other finance-related submissions.

Monitor and organise company expenses, petty cash records, staff claims, and reimbursement documents.

1. Human Resource Administration

Prepare and maintain employment contracts, staff records, personal particulars, salary records, and HR documentation.

Assist with employee onboarding and offboarding procedures, including documentation, orientation, and internal record updates.

Manage leave records, attendance records, MC records, and other staff-related administrative matters.

Assist with work pass, MOM, CPF, and other employment-related compliance documentation where required.

Support payroll-related HR matters, including salary revisions, staff benefit records, CPF records, and employment income documentation.

Coordinate with employees on HR-related queries, documentation requests, and company policy matters.

Maintain proper confidentiality of employee information, payroll records, and company HR documents.

1. General Administration and Office Support

Support the management team in daily office administration and internal coordination.

Maintain company filing systems, both physical and digital, to ensure documents are accurate, complete, and properly organised.

Assist in preparing company letters, notices, internal announcements, forms, and administrative reports.

Coordinate with suppliers, service providers, accountants, insurance agents, government agencies, and other external parties when required.

Assist with company licence renewals, insurance documents, vehicle-related records, and other operational administrative matters.

Support management in preparing documents for compliance, business registration, GST registration, government claims, and other corporate matters.

Ensure that administrative processes are properly followed and records are updated in a timely manner.

1. Compliance and Confidentiality

Ensure that company records relating to accounts, payroll, HR, CPF, employment contracts, and government submissions are properly maintained.

Handle confidential company, financial, employee, and business information with care and discretion.

Assist the company in meeting administrative, accounting, HR, and statutory documentation requirements.

Support management in improving internal administrative systems and maintaining proper documentation as the company expands.

Reporting Line:

The Assistant Administration Manager reports to the Management / Director and works closely with the Accounts, HR, Operations, and Administrative teams.

Purpose of Role:

This role is important to support the company’s growing business operations, increasing staff headcount, accounting workload, GST and compliance requirements, and the overall administrative management of the company.