POST OFFICE MANAGER

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.