OfficeManager - Job Responsibilities
Office Administration
- Oversee daily office operations and administrative functions.
- Maintain office supplies, equipment, and vendor contracts.
- Ensure proper filing and document management systems.
- Coordinate company meetings, events, and travel arrangements.
2. Human Resource Administration
- Manage employee attendance, leave records, and timesheets.
- Coordinate recruitment, onboarding, and offboarding processes.
- Prepare employment contracts and HR documentation.
- Liaise with payroll providers and government agencies.
- Monitor work pass applications, renewals, and cancellations.
3. Payroll & Employee Benefits
- Prepare monthly payroll and CPF submissions.
- Process overtime, allowances, and reimbursements.
- Maintain employee records and benefits administration.
- Ensure compliance with Singapore employment regulations.
4. Accounts & Finance Support
- Monitor accounts payable and accounts receivable.
- Prepare invoices, quotations, and payment vouchers.
- Follow up on overdue payments and outstanding invoices.
- Assist with bank reconciliation and monthly financial reports.
- Liaise with auditors, accountants, and tax consultants.
5. Construction Project Administration
- Maintain project documents, contracts, and correspondence.
- Coordinate submission of permits, licenses, and approvals.
- Track project progress reports and workers records.
- Support project managers with administrative requirements.
- Maintain subcontractor and supplier documentation.
6. Compliance & Regulatory Matters
- Ensure compliance with Singapore MOM, CPF, and construction regulations.
- Maintain company licenses, insurance policies, and certifications.
- Coordinate workplace safety documentation and training records.
- Support audits and government inspections.
7. Procurement & Vendor Management
- Source and negotiate with suppliers and service providers.
- Monitor purchase orders and delivery schedules.
- Maintain supplier database and contract records.
- Ensure timely procurement of office and project materials.
8. Management Reporting
- Prepare monthly management reports.
- Monitor administrative and operational budgets.
- Provide support to Directors and senior management.
- Recommend process improvements for efficiency.
Office Manager - Requirements
Educational Qualifications
- Diploma or Degree in Business Administration, Human Resources, Accounting, Finance, or a related field.
- Relevant professional certifications in HR, Payroll, Accounting, or Office Management are an advantage.
Work Experience
- Minimum 5 years of relevant working experience in office administration, HR, payroll, and accounts.
- At least 2-3 years of supervisory or management experience.
- Prior experience in the construction industry in Singapore is highly preferred.
Technical Knowledge
- Good understanding of Singapore Employment Act and MOM regulations.
- Experience handling Work Permit, S Pass, and Employment Pass matters.
- Knowledge of CPF submissions, payroll processing, and IRAS requirements.
- Familiarity with construction-related documentation and project administration.
- Understanding of accounts payable, accounts receivable, bank reconciliation, and cash flow management.
Software Skills
- Proficient in Microsoft Office (Excel, Word, Outlook, PowerPoint).
- Experience with accounting software such as Xero, QuickBooks, MYOB, or AutoCount.
- Experience with payroll software.
- Ability to prepare reports, spreadsheets, and management summaries.
Leadership & Management Skills
- Strong leadership and team management abilities.
- Ability to supervise HR, admin, accounts, and support staff.
- Excellent organizational and multitasking skills.
- Strong problem-solving and decision-making capabilities.
Communication Skills
- Excellent verbal and written communication skills in English.
- Ability to communicate effectively with clients, suppliers, subcontractors, workers, and government agencies.
- Strong interpersonal and stakeholder management skills.
Personal Attributes
- Responsible, trustworthy, and detail-oriented.
- Able to work independently with minimal supervision.
- Strong time management and ability to meet deadlines.
- High level of integrity and confidentiality.
Preferred Additional Experience
- Experience dealing with BCA, MOM, CPF Board, IRAS, and insurance matters.
- Experience in procurement and vendor management.
- Experience supporting project managers and construction operations.
- Knowledge of Workplace Safety & Health (WSH) requirements and documentation.
Reporting To
- Managing Director / General Manager
Key Performance Indicators (KPIs)
- Timely payroll processing.
- Accurate financial and HR records.
- Compliance with MOM and regulatory requirements.
- Efficient office and project administration.
- Timely collection of outstanding payments and document submissions.
