URGENT – Administrative Assistant (3-Month Contract, Immediate Start) – Office Administration & Corporate Secretarial Support

URGENT – ADMINISTRATIVE ASSISTANT (3-MONTH CONTRACT, IMMEDIATE START) – OFFICE ADMINISTRATION & CORPORATE SECRETARIAL SUPPORT

One position, full-time, 3-month fixed-term contract. URGENT – immediate start required

KEY INFORMATION

Position: Administrative Assistant (Office Administration and Corporate Secretarial Support)

Occupation: Administrative Assistant, Office Administrator, Administrative Executive or Corporate Secretarial Assistant

Number of vacancies: 1

Start date: IMMEDIATE. This is an urgent vacancy; candidates who can start within one week of offer will be prioritised

Employment type: Contract, full-time, 3-month fixed term. May be extended or converted to a permanent position depending on business needs

Position level: Non-Executive to Junior Executive

Job functions: Office administration, document preparation, corporate secretarial support, client liaison, reception

Workplace: Peninsula Plaza, 111 North Bridge Road, #24-05B, Singapore 179098 (City Hall MRT)

Working hours: Monday to Friday, 9:00 am to 6:00 pm

Compensation: S$2,000 to S$2,700 per month, depending on experience. The upper end of the range is for candidates with corporate secretarial experience

Minimum experience: None. Entry-level candidates with strong administrative fundamentals are welcome

Minimum qualification: GCE 'O' Level, Nitec or equivalent

1. THE POSITION

Juyi International Consultancy is taking over the corporate secretarial servicing of a portfolio of client companies that are transferring from their previous corporate service provider. Every one of those companies needs a complete transfer file: letters to the outgoing provider, resolutions, consent forms, customer due diligence (KYC) documents and statutory registers, all prepared, checked, printed, signed, scanned and filed, with the statutory filing deadlines tracked. Alongside the transfers there is a backlog of client files whose documents still have to be created or completed.

We are looking for a careful, well-organised Administrative Assistant to join us immediately for three months. The position has two parts. The first, and the priority, is the client transfer and backlog work described below. The second is the normal day-to-day administration of our Peninsula Plaza office: reception, telephone, mail and courier, filing, supplies, scanning, data entry and general support to the management team. You will report to our Office Manager, Cecilia, and work closely with our corporate secretary, Ashwini, who supervises all corporate secretarial matters and makes the filings.

This is an administrative and document-preparation position, not a corporate secretary position. You do not need to be a qualified corporate secretary. What you need is accuracy, discipline with checklists and follow-through across a large number of companies, together with the practical common sense to keep a small office running. Candidates who have worked in a corporate secretarial firm, law firm, accounting firm or corporate service provider will find the work familiar and will be paid at the upper end of the range.

The vacancy is urgent. Applications are reviewed as they arrive, interviews are held within days, and we intend to have the successful candidate in place within one week of offer.

2. MAIN RESPONSIBILITIES

Client transfer files (the principal task)

• Prepare the transfer document pack for each transferring company from our house templates: the notice of termination and professional clearance letter to the outgoing provider, the outgoing secretary's resignation letter, the directors' resolution changing the secretary, registered office and entity email, the Form 45B consent to act as secretary, and the customer due diligence data sheet, customer acceptance form and risk assessment form.
• Check every document against the company's ACRA Bizfile particulars, including the exact company name, UEN, officers, shareholders and registered office, before it goes out for signature.
• Print, collate and organise each pack for signature; record which documents have been signed and which are outstanding; scan and file the executed copies in Word and PDF.
• Contact clients by email, telephone and WhatsApp to collect KYC and customer due diligence documents, including identity documents, proof of address and beneficial ownership information, and follow up until each file is complete.
• Maintain the master transfer tracker for every company: current status, documents outstanding and the statutory filing deadlines (for example the 14‑day deadlines for changes of officers and registered office), so that nothing is lodged late.
• Set up and maintain the statutory registers (directors, members, secretaries, registrable controllers and, where applicable, nominee directors) from the templates for each company.
• Liaise with the outgoing provider for handover documents and confirmations, and with the clients for signatures and information.

Backlog clearance

• Review the existing client folders against the master register and identify missing, incomplete or inconsistent documents.
• Create the missing folders, files and documents so that every client has a complete, consistently named, print‑ready set.
• Convert, rename and file documents to the house folder structure, with a Word and a PDF copy of each document.
• Enter data from ACRA business profiles and client documents into the registers and trackers accurately.

General office administration

• Attend to the office reception: answer and direct telephone calls, receive visitors and clients, and handle general enquiries courteously.
• Manage incoming and outgoing mail, courier and postage, including registered mail to clients, ACRA and government agencies, and keep a despatch record.
• Maintain the office filing systems, physical and electronic, so that documents can be found quickly and client files are kept confidential.
• Photocopy, scan, bind and prepare documents for meetings, signing and despatch.
• Monitor and order office supplies and stationery; liaise with building management, vendors and service providers for the office.
• Perform data entry and keep company databases, contact lists and trackers up to date.
• Assist with petty cash vouchers, staff claims and the collection of receipts and invoices for the accounts team.
• Help schedule meetings and appointments, prepare meeting rooms and take simple minutes or notes when asked.
• Prepare letters, forms and simple reports from templates; assist with basic HR paperwork such as onboarding forms and leave records.
• Provide general administrative support to the Office Manager and the management team, and other duties reasonably assigned.

3. WHAT WE ARE LOOKING FOR

The work is high-volume and detail-driven. A wrong company name, UEN or date on a document that is then signed is a real problem, so we need someone who checks before printing and does not lose track when the same checklist has to be run across dozens of companies.

The ideal candidate

• Is meticulous, and accurate with names, numbers, UENs and dates.
• Is well organised and can work through a long checklist methodically without supervision.
• Handles confidential client information with discretion.
• Has good written and spoken English. Mandarin is an advantage, as many of the clients are from Mainland China.
• Is proficient in Microsoft Word, Excel and Outlook, and comfortable with PDF tools, scanners and Google Drive.
• Can work independently, follow through and ask when unsure.
• Learns quickly and is willing to learn corporate secretarial procedures.

Strongly preferred

• Prior experience in a corporate secretarial firm, law firm, accounting firm or corporate service provider, preparing resolutions, ACRA forms, consents and KYC or customer due diligence files.
• Familiarity with ACRA Bizfile and business profiles.
• Experience with other document-heavy administrative work, such as compliance, banking KYC, HR onboarding or conveyancing support.

4. COMPENSATION AND TERMS

• S$2,000 to S$2,700 per month, depending on experience, with CPF contributions where applicable.
• Three-month fixed-term contract, full-time, Monday to Friday, 9:00 am to 6:00 pm.
• Annual leave and sick leave in accordance with the Employment Act 1968, pro-rated for the contract period.
• Immediate start required. This is an urgent vacancy; candidates who can start within one week of offer will be prioritised.
• The contract may be extended, or converted to a permanent position, depending on business needs and performance.

5. WHO SHOULD APPLY

This position suits an entry-level candidate with strong administrative fundamentals who wants a concentrated three months of practical office and corporate secretarial experience; an experienced administrative or corporate secretarial assistant looking for a short-term engagement; a diploma or degree graduate awaiting results or a permanent role; or someone returning to the workforce who wants a defined project rather than an open-ended commitment.

Because the vacancy is urgent, you must be available to start immediately or within one week. What matters is whether you can produce accurate documents, keep a tracker honest, follow up with people until the file is complete, and keep the office running while you do it.

7. ABOUT JUYI INTERNATIONAL CONSULTANCY

Juyi International Consultancy Pte. Ltd. (UEN 202444946H) is a Singapore business consultancy group headquartered at Peninsula Plaza, 111 North Bridge Road, serving clients in Singapore and Mainland China. Its related companies include Kaider Academy Pte. Ltd., a Private Education Institution registered with the Skills and Workforce Development Agency, and YouPlus Consulting Pte. Ltd.