Total 400 Full-time workforce administration job vacancies in Hong Kong

COMPANY DESCRIPTION

Singapore Management University is a place where high-level professionalism blends together with a healthy informality. The 'family-like' atmosphere among the SMU community fosters a culture where employees work, plan, organise and play together - building a strong collegiality and morale within the university.

Our commitment to attract and retain talent is ongoing. We offer attractive benefits and welfare, competitive compensation packages, and generous professional development opportunities - all to meet the work-life needs of our staff. No wonder, then, that SMU continues to be given numerous awards and recognition for its human resource excellence.

RESPONSIBILITIES

• Coordinate and manage the faculty recruitment process together with Senior Executive; put up job advertisements, collate applications, collate job applications, coordinate review of applications, handle the logistics of fly-out of the recruitment committee as well as the fly-in of shortlisted candidates for campus visit.
• Prepare and refresh orientation guide for newly joined faculty on administrative matters such as usage of DART and Conference fund, various schemes on inviting academic visitors for research collaboration.
• Manage the engagement of faculty for additional teaching load; draft contracts and process payment upon completion of teaching.
• Serve as liaison with SMU-X Office; manage the engagement of SMU-X or SMU-XO Adjunct Teaching Mentors for both UG.
• Prepare and manage the schedule, logistical arrangements and payments for visiting professors.
• Assist in carrying out Annual Budget Exercise; perform tracking of budget.
• Review financial disbursements such as purchase orders, invoices and travel management requests before routing to supervisor.
• Assist in quarterly accrual and teaching load recovery submission.
• Track funding status and provide updates for Fellowship/Professorship, DART and Conference fund, and Seminar Series.
• Enter and retrieve records in SAP system; create spreadsheets to organize financial data.
• Liaise with Human Resources and respective external agencies (i.e. ICA, MOM) to facilitate the application of travel visas and employment passes, etc.
• Coordinate the visits of academic visitors, logistical arrangements such as office allocations, and processing of payments; together with Senior Executive conduct the physical walkthrough, etc.
• Manage and collate research applications with Associate Dean (Research) and advise faculty where to submit their grant application.
• Oversee the administration of MOE Tier 1 Research Grant; review and track deliverables and timelines closely.
• Oversee the administration of MOE Tier 2 Research Grants and other external grants during post-award phase; carry out cash flow projection, process claims and reimbursement, manage budget variation requests and advise PIs on grant matters.
• Handle recruitment of postdoctoral research fellows funded by various grants; put up job advertisement, collate job applications, propose remuneration package based on available funding.
• Organize and update a consolidated listing of School's scholarships and awards; track balances of term funds and endowments.
• Handle the hiring of school-based student assistants and supervise their work and schedules.
• Assist as a School Risk Management Champion and in the Risk Assessment for the School.
• Serve as a Fire Safety Coordinator in School to organize annual fire safety inspection, ensure that the Fire Emergency Plan is abided by all staff and update contact details of Fire Safety Committee members and wardens.
• Attend and scribe meeting minutes as necessary.
• Attend various internal and external meetings as requested.
• Serve as backup for Assistant Director during her absence.
• Other duties as assigned.

• University degree in business/management with at least of 5 years work experience and prior administrative experience in an academic environment preferred.
• Ability to multi-task and prioritize assignments independently; confidence in troubleshooting abilities and good judgement in escalating/alerting concerns.
• Strong time management and project management skills.
• Effective communication skills (both verbal and written).
• Strong attention to details and high accuracy in work.
• Team player with a "can-do" resilient spirit.
• Proficiency in Microsoft Office.
• Pleasant, service-oriented and professional manner.
• Demonstrate interest in learning and performing new assignments.

#LI-KC1

Candidates who do not possess the stipulated qualifications but have relevant work experience may still apply. Remuneration and appointment terms shall commensurate with qualifications and experience. SMU reserves the right to modify the appointment terms where necessary.

Position: Manager/ Senior Manager- Administration & Accounting (Job ID: 20143)

• Changi

• Basic + AWS + VB
  

Job Description:

Strategic Leadership & Administration

• Support the development and execution of administrative strategies aligned with corporate goals to improve operational effectiveness.

• Contribute to the planning and ongoing development of the branch’s organisational structure.

• Manage the annual administration budget with a focus on cost awareness and efficiency.

• Work with stakeholders to plan manpower needs that support business operations.

• Identify opportunities for continuous improvement across administrative processes and systems.

• Facilitate coordination across the Administration, Sales, and Freight Service teams to ensure smooth day-to-day operations.

• Help establish and maintain SOPs for handling events or situations that may impact operations, employees, or stakeholders.
  

Financial Management & Control

• Support accounting operations, including tax matters, fixed assets, and compliance with financial guidelines.

• Help ensure financial reports are accurate and prepared in line with company standards.

• Coordinate accounts receivable processes, including documentation and expense tracking.

• Assist with customer credit management and follow-up on outstanding receivables when needed.

• Coordinate the distribution of Airway Bills and related documentation, working closely with relevant partners such as GSSAs.
  

Human Resources & Talent Management

• Support the employee lifecycle, including recruitment, onboarding, development, and transitions.

• Assist in administering compensation and benefits, including payroll coordination and tax submissions to IRAS.

• Help manage employee benefits, as well as health, safety, and well-being initiatives.

• Ensure HR practices are aligned with local employment regulations and labour laws.
  

Operations, Facilities & Vendor Management

• Oversee the upkeep and coordination of branch facilities, equipment, and infrastructure.

• Support the management of data and telecommunications systems.

• Coordinate with external service providers such as legal advisors, accountants, and consultants.

• Assist in managing vendor relationships, including in-flight meal services.

• Support logistics for flight crew, including transportation and accommodation arrangements.
  

Compliance, Government & External Relations

• Act as a key point of contact for government agencies, regulators, and external partners.

• Coordinate the submission of regulatory applications and support compliance with local requirements.

• Build and maintain positive working relationships with external stakeholders.

• Ensure administrative activities align with aviation security and relevant industry standards.

• Support general administrative matters and public relations efforts to maintain a positive corporate image.

• Coordinate with partner companies on supporting flight operations
  

Job Requirements:

• Bachelor's degree in Business Administration, Management, or related field

• 8-10 years of administrative management experience (Accounting, HR is a MUST) in aviation, logistics, or related industry preferred

• Comprehensive knowledge of HR practices (Payroll, VISA applications etc) , financial management, and facility administration

• Experience in government liaison and regulatory compliance

• Proven track record in budget management and cost control

• Experience in vendor management and contract negotiation

• Preferably someone with hands-on experience in an SME setting and the ability to manage multiple tasks flexibly.　
  

Skills & Competencies:

• Strong leadership and team management capabilities

• Excellent financial acumen and budgeting skills

• Effective communication and stakeholder management

• Strategic planning and organizational abilities

• Problem-solving and decision-making skills

• Knowledge of local labour laws and regulations

• Proficiency in office management software and systems (SAP)
  

We regret that only shortlisted candidates will be notified. Other applications will be updated to our database for future job opportunities.

By submitting any resumes or applications to Pasona Singapore Pte Ltd, you are considered to have read and agreed on the terms of our Privacy Policy, and consented to us collecting, using, retaining, disclosing your personal information to the prospective employers for their consideration.

PDPA requirements on collection, use, and disclosure of personal data would not be applicable to EAs that are collecting such information as it is a regulatory requirement by Ministry of Manpower.

Please find Privacy Policy Agreement from the below link.

http://www.pasona.com.sg/privacy.html

Effective from 1 October 2020 under the new Employment Agencies (EAs) Licence Conditions,

EAs will be required to collect the personal data (e.g. NRIC number number for overseas candidates) of applicants referred to employers for permanent or contract job positions of at least six months with a fixed monthly salary of S$3,300 and above. Please find the link below on MOM regulations:

https://www.mom.gov.sg/faq/submit-quarterly-referral-and-placement/are-employment-agencies-allowed-to-collect-personal-data

Thank you for your cooperation.

Tan Katrina Therese Yap

EA Registration No: R25128964
Pasona Singapore Pte Ltd
1 FINLAYSON GREEN ＃09-02 SINGAPORE 049246
URL: www.pasona.com.sg

EA License No:90C4069

Job Description:

• Handle front desk and reception duties, including visitor registration, call handling, document/courier handling, and meeting room coordination;
• Provide day-to-day administrative support, including filing, record maintenance, office supplies coordination, and logistics support;
• Assist in finance reimbursement processes, including collection, organization, and filing of supporting documents;
• Support vendor information maintenance, procurement tracking, and update of contracts and purchase records;
• Perform other duties as assigned by the department or management.

Requirements:

• Relevant experience in front desk, administration, office support, finance clerical support, or procurement coordination is preferred;
• Strong spoken and written communication skills in both English and Chinese, as the role requires bilingual reception, telephone/email communication, and coordination in a bilingual working environment;
• Proficient in Microsoft Office applications;
• Detail-oriented, service-focused, and equipped with good communication and coordination skills.

Additional Details:

• 1 month completion bonus
• Renewable Contract (subject to performance)
• Medical Insurance

Executive Summary

Smart IMS Inc provides Digital technology & Cloud transformation services, Application & Infrastructure Management Services, Unified Communications and Insurance implementation services to customers across the Americas, Europe, Middle East, and Asia-Pacific regions. As the trusted technology and business partner of leading MNCs, including Global Investment Banks, Smart IMS is also a Microsoft Gold Certified Partner, Oracle Platinum Partner and AWS MSP Partner.

We are looking for a Executive Assistant / Secretary / Business Support Administration to provide high-level administrative and coordination support to senior executives. The ideal candidate is proactive, highly organised, and capable of managing multiple stakeholders’ calendars while ensuring seamless daily operations.

Key Responsibilities:

• Executive assistance includes calendar management, tasks, travel booking, claims etc
• Work closely with reporting manager - country technology executive on day-to-day organization matters.
• Establish Meetings and Governance routines for stakeholder.
• Responsible for organizing engagement event, logistics, invitations, set up workshops, trainings, hosting/opening virtual events.
• Responsible for internal publications associated with employee networks, events, activities, pools and surveys.
• Work under defined business standards and processes, performing a wide range of business support tasks with due regard to confidentiality and safeguarding,
• Expense management through Resource changes, on-boarding, off-boarding, reporting and metrics as well as reconciliation with overall APAC Technology organization reports.
• Attend General ad hoc requests as needed for executive level meetings, business presentations, corporate communications, etc.
• Generate Organizational metrics.
• To create and manage information relating to finance, staffing information, procurement, or any other service requirement.
• To undertake a range of financial support processes, processing claims and orders, engagement events, logistics, resolving issues.
• Collaborate with other business support staff and administrative assistants.
• Assist in ad hoc financial analysis and reconciliation.
• Administration and Business Support Activities on Requisitions, HC, Seats review and management.

Requirements:

• Dynamic personality, extrovert and can engage with wide spectrum of individuals in organization – junior entry level to C suite.
• 4-5 years of working experience in executive assistance, administration, business support, banking, auditing, or consulting
• Excellent communication skills (written and verbal).
• Able to drive employee engagement initiative – in person in Singapore and virtual events covering 5 countries.
• Familiarity with Diversity, Opportunity and Inclusion activities, volunteering events to be conducted in organization.
• A team player and collaborate well with multi-ethnic and multi-cultural team spread across Asia Pacific - includes peers, partners, and stakeholders
• Desirable to have multilingual verbal communication with Singapore, Hong Kong and Taiwan staff.
• University degree in related fields e.g., finance, accounting, business administration or equivalent.
• Good Time management. Strong data and analytical skills – quantitative analytics
• Management reporting skills, possess expertise in Excel, MS Access, Tableau and PowerPoint to communicate progress against targets.
• Experience in a presentation/graphic design role in and Technology Services Company is a plus

Roles & Responsibilities

· Manage development and implementation of business strategyapproved by CEO

· Monitoring and reporting of company performance (monthlyperformance analysis report and financial reports against targets)

· Legal representation of company and maintain regularcontact with overseas government including timely reports (tax department andother agencies as required)

· Establish and maintain an effective local and overseasmarketing and sales strategy (Direct sales, B2B contracts)

· Represent company in corporate meetings (Both inSingapore, ASEAN countries and in China).

· Acquire new partnerships in the ASEAN and China market.

· Creating, optimizing, and monitoring corporate travelpolicies.

· Analyzing and preparing reports on travel tours.

· Ensuring operations run smoothly

Looking for someone who enjoys meeting people and bringing good energy to every interaction? If you’re outgoing, confident, and comfortable speaking with customers face-to-face, this could be a great fit.

Join a front-facing sales role where you’ll engage with customers daily, represent well-known brands, and work in a team that values positivity and a strong work ethic.

**What you’ll be doing**

* Interacting with customers face-to-face

* Sharing products and promotions in a clear, engaging way

* Representing established brands in campaigns

* Building rapport and creating positive customer experiences

* Working closely with a supportive, energetic team

**What you’ll get**

* Training and guidance to help you get started

* Support from experienced team leaders

* $3,000–$6,000 earning potential (performance-based)

* Clear progression path (Executive → Team Leader → Campaign Manager)

* Travel opportunities (local & overseas)

* Incentives and recognition based on performance

No experience needed — just a positive attitude, willingness to learn, and confidence in dealing with people.

If you enjoy being out and about, talking to people, and working in a lively environment, apply and get started.

Responsibilities:

• Manage confidential student and assessment data in the student and learning management systems.
• Prepare and coordinate all assessments, including quizzes, class tests, and exams, ensuring proper planning and documentation.
• Liaise with faculty and module leaders to review and finalize assessment materials before administration.
• Plan and allocate resources, including booking venues and assigning staff for assessment support.
• Maintain accurate assessment schedules and ensure all materials are prepared for on-campus or online assessments.
• Brief and coordinate staff to ensure smooth administration of assessments.
• Oversee the conduct of assessments, ensuring procedures are followed and addressing any issues that arise.
• Manage post-assessment processes, including tracking marking timelines, liaising with faculty for moderation, and updating student records.
• Prepare and coordinate meetings with relevant boards or committees, ensuring all required documentation is complete.
• Handle assessment-related administrative tasks, procurement, and finance matters according to timelines.
• Support the launch of new programs by planning initial assessments and drafting operational workflows.
• Liaise with internal and external stakeholders to establish clear processes and timelines for assessments.
• Coordinate with outsourced partners to monitor and track operational processes.
• Assign and deploy staff for online and on-campus assessment support.
• Perform any other duties as assigned by the reporting officer.

Qualifications:

• Bachelor’s degree in any field.
• 1–2 years of relevant experience is a plus; entry-level candidates are welcome to apply.
• Experience in examination management, academic operations, or a similar administrative environment is preferred.
• Excellent organizational and multitasking abilities.
• Strong communication and interpersonal skills to liaise effectively with various stakeholders.
• Detail-oriented with the ability to maintain accurate records.
• Capable of prioritizing workload and meeting deadlines.
• Able to work under pressure during peak assessment periods.
• Willing to work 1–2 hours beyond regular working hours on weekdays or Saturdays when requested.

We regret only shortlisted candidates will be contacted. All applications will be handled confidentially. By submitting your application, you agree to the collection, use, retention, and disclosure of your personal information to prospective employers.

Wecruit Pte Ltd

EA License No: 20C0270

EA Personnel: Nyon Hock Sen (Aden)

EA Personnel Reg No: R24124070

Workforce Singapore (WSG) is developing strategies and programmes to support (i) Professionals, Managers, Executives and Technicians (PMETs) in their 50s and 60s to achieve their aspirations and thrive in their later-stage careers, (ii) employers to create age-friendly work opportunities and workplaces, (iii) intermediaries and other enablers to build an ecosystem that supports career longevity.

In this role, you will plan and implement innovation pilots and new initiatives, working closely with internal and external stakeholders across different phases of project design and execution. This includes preparing management papers and presentations, coordinating and supporting stakeholder engagements, supporting implementation, documenting learning points, and assessing and scaling successful pilots.

This role is suited for someone who enjoys working across the full innovation lifecycle — from strategic planning to the sourcing and management of partners and vendors, implementation and evaluation of pilots, and resource planning to scale successful initiatives.

Key Responsibilities

Strategic Planning & Innovation Development

• Conceptualise, plan, and develop innovation projects and new initiatives.
• Contribute to strategic planning, including framing problem statements, shaping options, identifying opportunities, and developing recommendations.
• Prepare papers, briefs, presentations, and updates to support management discussions and decision-making.
• Translate strategic intent and management guidance into actionable workplans and project pathways.

Project Development and Delivery Across the Innovation Lifecycle

• Engage internal teams and stakeholders managing projects across different phases of the innovation lifecycle, including ideation, design, development, piloting, implementation, evaluation, and scaling.
• Work closely with internal teams to refine project scope, approach, and delivery plans as projects evolve.
• Support pilot implementation, including coordination of workstreams, tracking of timelines and deliverables, and resolution of implementation issues.
• Document key learnings, emerging risks, and improvement opportunities throughout the project lifecycle.
• Drive the sourcing, assessment, onboarding, and management of partners, service providers, vendors to implement partner and stakeholder engagement activities and events.

Resource planning and evaluation

• Resource planning, including assessing manpower, budget, capabilities, partnerships, and operational requirements needed to deliver and scale initiatives.
• Develop recommendations for sustainability, scale-up, or integration into business-as-usual operations where appropriate.

Requirements

• Relevant experience in strategic planning, corporate planning, innovation/start-ups, business transformation,policy or programme development.

• Experience working across multiple stages of project or innovation lifecycles, from planning and development to implementation and evaluation.

• Strong capability in stakeholder engagement, including partnering internal teams, external organisations,vendors, and senior management.

• Strong project management skills, including the ability to manage multiple moving parts in dynamic environments.

• Excellent writing, synthesis, and presentation skills, with the ability to develop clear, structured materialsfor management and stakeholder engagement.

• Good analytical skills, with the ability to assess issues, structure options, and draw out actionable insights.

• Comfortable working in contexts where projects may evolve and require adaptation along the way.

• A genuine interest in career longevity and enabling PMETs to continue contributing their expertise

'Only candidates with more experience will be considered for the Senior Manager position, with a commensurate remuneration'

All applicants will be notified on whether they are shortlisted or not within 4 weeks of the closing date of this job posting

Job Scope

• Prepare purchase orders and ensure compliance with all terms and conditions, including contract requirements.
• Coordinate with subcontractors and suppliers on contractual matters.
• Assist in dispute resolution and cost control.
• Review and prepare purchase orders and related documents, ensuring adherence to contract terms.
• Conduct negotiations for scopes prior to award, focusing on contract terms.
• Address contractual matters with management and the project team.

Join OurProfessional Team
You will be an integral part of a professional team that is responsible for upholding proper procurement governance and contract management, rendering office administration, overseeing facility maintenance for corporate office, and providing IT administrative support to the organization.

Procurement & Contract Management

• Co-guide the procurement team with Head, Administration & Procurement

• Responsible for development and implementation of procurement framework and workflow

• Perform timely execution of procurement activities (SVP, ITQ, ITT) and approval submissions to achieve optimal Procure-to-Pay (P2P) results

• Generate tender documents, contract drafts, and purchase orders in accordance to procurement policies and guidelines 

• Facilitate negotiation, evaluation and review of sourcing and tender submissions with relevant stakeholders and evaluation committees

• Conduct market research and engage industries to understand market supply conditions

• Maintain proper contract management in preparation for sourcing or tender process  

• Manage business relationships with suppliers including contract management, negotiations and performance review

• Provide advice and consultation to all divisions on procurement and contract management policies and procedures to align procurement plans with overall procurement strategy and resources to achieve intended outcomes

• Assist in coordinating and managing audit requests for both internal and external audits.

• Responsible for contract creation and purchase order fulfilment in ERP system

• Ensure compliance to procurement procedures are adhered

• Render guidance and assistance to the team

Facilities Management (FM)

• Oversee the subcontracted FM team and ensure office premises in working condition

• Monitor subcontractor’s service level performance and actively review the monthly FM reports and meetings

Other Duties

• To co-mentor and guide the Administration & Procurement team so as to enhance the overall competency of staff to adapt and engage in the daily operational needs

• To perform any other duties as assigned by the Reporting Officer

PreferredCompetencies & Qualifications

• Bachelor’s Degree or Diploma preferably in the area of supply chain management and procurement

• Preferably possess at least 5 years of hands-on experience in procurement and contract management

• Self-driver with good interpersonal, communications and writing skills

• Strong critical thinking, analytical, and planning skills required

• Performance driven, result oriented and an effective team lead

• Eye for details and high level of meticulousness

• Ability to work under pressure in time-sensitive environment, take initiative, and manage work independently

• Good understanding of Government Procurement and Contract Law will be an added advantage

• Proficiency in IT skill and ERP knowledge will be an added advantage

Why Join Us

• Develop procurement expertise and contribute to organizational governance.

• Gain exposure to cross-functional operations in procurement, facilities, and IT.

• Grow your career with clear progression and skill-building opportunities.

• This is a 2-year contract position with opportunities for extension or permanent conversion, subject to business needs and individual performance. Hybrid work arrangements are also available.

Roles & Responsibilities

We are looking for an Assistant HR & Admin Executive to support the Human Resources department in administrative and operational functions. The successful candidate will assist in recruitment coordination, payroll support, and HR documentation while ensuring compliance with Singapore employment regulations.

Key Responsibilities

• Assist in monthly payroll processing and leave administration, ensuring accurate data updates and proper supporting documentation.
• Support recruitment activities, including job advertisement posting, interview scheduling, and candidate coordination.
• Assist in employee onboarding and offboarding processes, including preparation of HR documentation.
• Maintain employee records and ensure timely updates in HR systems and personnel files.
• Assist in work pass administration, including application, renewal, and cancellation of Work Permits.
• Support worker administration matters, including maintaining worker movement records and coordinating accommodation arrangements.
• Assist in worker income tax administration, including preparation of IR8A and IR21 documentation.
• Assist in preparing HR reports, government surveys, and statutory documentation when required.
• Maintain HR filing systems and databases while ensuring confidentiality of employee information.
• Assist in organising company events and employee well-being programmes.
• Provide administrative support for HR operations and departmental activities.

Requirements

• Diploma in Human Resources, Business Administration, or a related discipline.
• 1–2 years of HR and administrative experience preferred.
• Experience in the construction industry or familiarity with MOM work pass administration will be an advantage.
• Good organisational, communication, and coordination skills.
• Ability to work in a structured environment and handle administrative responsibilities accurately.

JOB DESCRIPTION: Senior Fund Corporate Officer

Office: India

Department: Fund Cosec

Job Summary

• To co-ordinate and execute day-to-day administrative and corporate secretarial support to the Lux Fund CS & Cosec team (FCS), in accordance with the agreed scope of services under the Service Level Agreement between IQEQ India and IQEQ (Luxembourg) S.A
• To ensure the continuing good standing of client companies by ensuring all company law and contractual requirements are complied with.
• To handle various administration processes of complex clients and conduct all work in accordance with IQ-EQ India and IQ-EQ Group policies and procedures.
• To build, develop and maintain partnerships with Operation teams in Luxembourg
• To assist in performing review of core processes, complex ad hoc works, and all other client requirements, as needed. 

Core Responsibilities

• Responsible for the provision of corporate secretarial support to the Lux Fund CS & Cosec team (FCS), in line with the agreed scope of services under the Service Level Agreement between IQEQ India and IQEQ (Luxembourg) S.A.
• Acts as a point of contact for daily operations on complex clients
• Assist with the audit process, Attend board and shareholders meetings
• Finalise board minutes, prepare complex board packs
• Review board minutes of more junior team members
• Prepare and review RCS, RBO, UBO and other related documents
• Review of bank account opening forms
• Coordinate with the Lux FCS and Payment team on payments processing
• Conduct transaction monitoring (TM), monitor/ensure TM are properly conducted for all payments
• Conduct/review Compliance File Review (CFRs) of Client files
• Assists on client onboarding processes.
• Ensure prompt follow-up and timely execution of requests, in good quality, from the Lux FCS team
• Coordinate deliverables for a sub-team of typically up to 3 more junior team members in working closely together with Assistant Manager
• To be able to effectively communicate and relate with various stakeholders of the team.  Maintains and enhances relationships with the FCS team.
• Acquire knowledge to become specialists of their designated clients' requirements and deliverables.
• Seeks knowledge and expertise for their own professional development.
• Minimize risk to IQEQ by following all procedures, rules, laws, regulations and checklists.

Workflow Management

• Ensures timesheets are completed daily and accurately filed for all hours worked.

Systems

• Monitors and updates all deliverables via Navigator Flow in a timely manner, as needed.
• Ensures filing of documents on Navigator Doc are completed accurately, under the proper name convention and in a timely manner.
• Monitor and ensure that Antrance is properly updated in line with internal guidelines
• Understands and uses best practice on workflow platform/s.

Risks

• Ensures relevant procedures and checklists are adhered to and completed to mitigate errors.
• Acquires knowledge of risk factors and potential breach.

Key behaviours we expect to see

In addition to demonstrating our Group Values (Authentic, Bold, and Collaborative), the role holder will be expected to demonstrate the following:

• Balances Stakeholders - Anticipating and balancing the needs of multiple stakeholders.
• Courage - Stepping up to address difficult issues, saying what needs to be said.
• Drives Results - Consistently achieving results, even under tough circumstances.
• Optimises Work Processes - Knowing the most effective and efficient processes to get things done, with a focus on continuous improvement.
• Collaborates - Building partnerships and working collaboratively with others to meet shared objectives.
• Decision Quality - Making good and timely decisions that keep the organisation moving forward.

Job Summary

• To co-ordinate and execute day-to-day administrative and corporate secretarial support to the Lux Fund CS & Cosec team (FCS), in accordance with the agreed scope of services under the Service Level Agreement between IQEQ India and IQEQ global network offices.
• To ensure the continuing good standing of client companies by ensuring all company law and contractual requirements are complied with.
• To handle various administration processes of complex clients and conduct all work in accordance with IQ-EQ India and IQ-EQ Group policies and procedures.
• To build, develop and maintain partnerships with Operation teams in global network offices.
• To assist in performing review of core processes, complex ad hoc works, and all other client requirements, as needed. 

Core Responsibilities

• Responsible for the provision of corporate secretarial support to the global network Fund CS & Cosec team (FCS), in line with the agreed scope of services under the Service Level Agreement between IQEQ India and IQEQ global network offices.
• Acts as a point of contact for daily operations on complex clients
• Assist with the audit process, Attend board and shareholders meetings
• Finalise board minutes, prepare complex board packs
• Review board minutes of more junior team members
• Prepare and review RCS, RBO, UBO and other related documents
• Review of bank account opening forms
• Coordinate with the global network FCS and Payment team on payments processing
• Conduct transaction monitoring (TM), monitor/ensure TM are properly conducted for all payments
• Conduct/review Compliance File Review (CFRs) of Client files
• Assists on client onboarding processes.
• Ensure prompt follow-up and timely execution of requests, in good quality, from the global network FCS team
• Coordinate deliverables for a sub-team of typically up to 3 more junior team members in working closely together with Assistant Manager
• To be able to effectively communicate and relate with various stakeholders of the team.  Maintains and enhances relationships with the FCS team.
• Acquire knowledge to become specialists of their designated clients' requirements and deliverables.
• Seeks knowledge and expertise for their own professional development.
• Minimize risk to IQEQ by following all procedures, rules, laws, regulations and checklists.

Workflow Management

• Ensures timesheets are completed daily and accurately filed for all hours worked.

Systems

• Monitors and updates all deliverables via Navigator Flow in a timely manner, as needed.
• Ensures filing of documents on Navigator Doc are completed accurately, under the proper name convention and in a timely manner.
• Monitor and ensure that Antrance is properly updated in line with internal guidelines
• Understands and uses best practice on workflow platform/s.

Risks

• Ensures relevant procedures and checklists are adhered to and completed to mitigate errors.
• Acquires knowledge of risk factors and potential breach.

Key behaviours we expect to see

In addition to demonstrating our Group Values (Authentic, Bold, and Collaborative), the role holder will be expected to demonstrate the following:

• Balances Stakeholders - Anticipating and balancing the needs of multiple stakeholders.
• Courage - Stepping up to address difficult issues, saying what needs to be said.
• Drives Results - Consistently achieving results, even under tough circumstances.
• Optimises Work Processes - Knowing the most effective and efficient processes to get things done, with a focus on continuous improvement.
• Collaborates - Building partnerships and working collaboratively with others to meet shared objectives.
• Decision Quality - Making good and timely decisions that keep the organisation moving forward.

THIS ROLE

In this entry-level corporate secretarial position, you will be responsible for delivering basic corporate secretarial services under supervision. You will focus on standardized processes and routine administrative operations while developing core competencies. You will handle low-complexity tasks within established frameworks.

WHAT WILL YOU DO

• You will execute basic corporate secretarial tasks following established procedures
• You will maintain accurate documentation and records within defined guidelines
• You will support routine administrative operations with guidance and follow quality control processes and compliance requirements
• You will develop understanding of basic corporate secretarial requirements and draft basic minutes and board papers using template
• You will process routine regulatory filings with relevant authorities and update and maintain statutory books and records
• You conduct basic file reviews following checklists and support document preparation for meetings
• Maintain client databases with guidance and monitor basic statutory deadlines
• You will respond to routine administrative queries and complete detailed operational checklists

WHAT WE OFFER 

• Competitive compensation and benefits – including allowances, government-mandated benefits, 13th month pay, and performance-based bonuses
• Health and wellness support – HMO coverage from Day 1 (with 2 free dependents), life and accident insurance, mental health support, and medical allowances
• Leave benefits – generous paid time off, special leave types, and observance of all Philippine holidays
• Hybrid work setup and tools – company-issued laptop, work-from-home kit, and flexibility after initial onboarding
• Learning and growth opportunities – access to training, annual salary reviews, internal mobility, and performance rewards

Company Overview

Hana Motors Pte Ltd rents and leases passenger cars and commercial vehicles. They import cars from the UK, Japan, and Australia, offering retail and wholesale services with financing, insurance, and motor brokerage solutions.

Job Summary

Support daily administrative and operational tasks to ensure smooth business functions at Hana Motors.

Responsibilities

• Manage daily administrative tasks to support smooth office operations
• Operate independently to complete assigned duties efficiently
• Use Microsoft Office and Xero software to process and maintain records accurately
• Communicate clearly in spoken and written English to coordinate with team members and clients
• Build and maintain positive customer relationships through effective communication and service
• Drive company vehicles safely and responsibly using a valid Class 3A Singapore driver’s license

Required competencies and certifications

• Valid Class 3A Singapore driver’s license

Preferred competencies and qualifications

• Proficiency in a second language to enhance communication with diverse clients
• Only Singaporean & PR Applicants.