Admin, HR & Finance Assistant

Role Overview

Provide administrative, human resources and finance support for a satellite communications (SATCOM) company. Work closely with management, engineering and production teams to keep daily office operations, employee records and financial documentation organised and accurate.

Key Responsibilities

Administration & Operations

• Manage office supplies, filing, correspondence and general administrative matters.

• Coordinate meetings, travel arrangements, accommodation and staff expense claims.

• Liaise with suppliers, contractors, building management and service providers.

• Prepare quotations, purchase orders, delivery orders and other business documents.

• Support purchasing, shipment arrangements and tracking of equipment deliveries and returns.

• Maintain company records, asset registers and document filing systems.

Human Resources Support

• Coordinate job advertisements, interview scheduling and candidate communications.

• Prepare employment documentation using approved templates and maintain confidential employee records.

• Assist with employee onboarding, orientation and exit clearance.

• Track attendance, leave, overtime and other payroll inputs.

• Support payroll preparation and coordinate with the appointed payroll provider or accountant.

• Assist with work pass administration, staff training records and HR submissions under management’s guidance.

Finance & Accounts Support

• Prepare customer invoices and track receivables, payment due dates and collections.

• Check supplier invoices against purchase orders and delivery records.

• Prepare payment requests and supporting documents for management approval.

• Maintain petty cash records and process approved expense claims.

• Enter financial transactions and assist with bank reconciliations and monthly account schedules.

• Organise records for the external accountant, audit and tax submissions.

• Assist with tracking project expenses, procurement costs and departmental budgets.

Requirements

• Nitec, Higher Nitec or Diploma in Business Administration, Human Resources, Accounting, Finance or a related discipline.

• Preferably 1–3 years of relevant administrative, HR or accounts support experience. Fresh graduates with relevant training may also be considered.

• Basic understanding of bookkeeping, invoicing, accounts payable and accounts receivable.

• Proficient in Microsoft Excel, Word and Outlook.

• Good organisational skills, attention to detail and ability to manage multiple deadlines.

• Able to handle confidential employee and financial information professionally.

• Good written and spoken English, with clear communication and interpersonal skills.

• Responsible, proactive and comfortable supporting a small engineering and production team.

• SATCOM technical knowledge is not required; willingness to learn the company’s products and workflows is essential.

Added Advantages

• Experience in an engineering, manufacturing, telecommunications or technology company.

• Familiarity with accounting software such as Xero, QuickBooks or MYOB.

• Familiarity with Singapore payroll administration, CPF, leave records and work pass processes.

• Experience supporting GST documentation, import/export shipments or procurement.

• Mandarin communication skills to liaise with Chinese-speaking suppliers and colleagues, where required.