Admin Assistant (6-month contract)

Admin Assistant (6-month contract)

Job Responsibilities
  • Answer and direct phone calls.
  • Organize and schedule appointments.
  • Plan meetings and take detailed minutes.
  • Write and distribute email, correspondence memos, letters, faxes and forms.
  • Assist in the preparation of regularly scheduled reports.
  • Develop and maintain a filing system.
  • Update and maintain office policies and procedures.
  • Order office supplies and research new deals and suppliers.
  • Any other tasks/project assigned by your superior and management.

Share Registration Officer 3

Share Registration Officer 3

Job Responsibilities

A. Business / Management Activity

Operations

  • Attend to stakeholders enquiries and process all submitted documents relating to shareholder services
  • Receive, check, sort, record and process all documents received from shareholder(s) or lodging agent(s) in accordance with the necessary procedures
  • Acknowledge and issue receipt(s) to shareholder(s) or lodging agent(s)
  • Ensure documents and forms are replenished
  • Promptly, accurately, professionally and courteously receive all telephone calls and enquiries and direct and/or relay and record messages accordingly
  • Process corporate actions, transfers, replacement cheques / certificates, proxy votes, and any other client / shareholders’ instructions
  • Support client Shareholders’ Meetings – registration and polling services
  • Proactive participation in projects
  • Proactive participation in User Acceptance Tests
  • Proactive updating of clients’ information in the appropriate systems

Client Servicing

  • Know Your Client by developing an in-depth knowledge of their industry and key contacts
  • Develop effective and differentiating servicing techniques that will serve to set us apart in the market and to build and maintain client loyalty
  • Proactively contact and communicate with clients regarding needs, experience and preferences according to a predetermined program. File all correspondences.
  • Identify opportunities to provide value added services to clients
  • Follow and be aware the importance of:
    • meeting current Service Level Agreements (SLAs),
    • minimising operational risk,
    • resolving queries and complaints are efficiently and effectively with the necessary planning, and
    • completing training to facilitate changes to the current environment, new clients and improvements to the service delivery for existing clients
  • Escalate problems, errors and omissions to be dealt with immediately and in the most appropriate manner
  • Coordinate the change of current business processes, procedures, and external party interactions to facilitate the requirements of new clients. This will involve interaction directly with clients and other Boardroom entities
  • Assist Senior Manager / Manager with the communication to all stakeholders at every level internally and externally
  • Assist in following up on outstanding and doubtful debts

B. Function – Specific Activity

  • Support a larger portfolio of clients. This can be in terms of number of clients, complexity, volume of work, etc.
  • Carry out any other duties / projects that may from time to time be assigned by Managers / Senior Managers / Director

C. People Management Activity

  • Work in collaboration with SRS colleagues to meet client requirements
Requirements
  • Three to five years experience in Share Registry and/or Client Services
  • A level / Diploma / Degree from a reputable institution
  • You might be required to travel based on business requirements
  • Ability to work in harmony with co-workers
  • Drive for results
  • Determination and persistence
  • Eager and willing to strengthen knowledge base and skills
  • Flexible, honest and loyal
  • Strong business acumen
  • Technical competency
  • Work ethics
  • Resourceful, meticulous and detailed
  • Positive disposition and can-do attitude

Corporate Secretarial Assistant Manager/ Manager

Corporate Secretarial Assistant Manager/ Manager

Job Responsibilities
  • Maintain good client relationship & provide excellent client service ensuring clients receive prompt responses to requests and queries.
  • Manage a team of 2 – 4 staff in the most efficient manner. Groom, coach and train staff to enable them to carry out their roles effectively and efficiently. Provide and organise formal training for staff.
  • Oversee daily operation – preparation and co-ordination of the statutory registers, books and documents, including submission of statutory forms and documents to the Accounting and Corporate Regulatory Authority (ACRA) and Inland Revenue Authority (IRA). For Listed Companies, necessary submission to, Stock Exchange and The Central Depository within the stipulated deadlines.
  • Supervise daily operations of the group and ensure all communications with clients are supported by e–mails, outlining agreed action steps, responsibilities and deadlines.
  • Develop an in–depth knowledge of existing and potential clients, their industry and key contacts.
  • Meet prospective clients and follow–through until the job is done. Review fee and propose fee increase where appropriate.
  • Ensure prompt billing and collection of debts.
  • Participate in the preparation of budgets and forecasts for the group and comparison with previous budget/forecasts.
  • Identify and recommend improvements to current policies and procedures, processes and client servicing arrangements in line with current business and regulatory practices.
  • Provide up–to–date and accurate management reporting and attend Management meetings on ad–hoc and regular basis.
  • Any other tasks/project assigned by your superior and management.
Requirements
  • Minimum: Qualified ICSA graduate or equivalent.
  • Minimum 5 –7 years of relevant and related working experience.
  • Strong written and verbal communication skills.
  • Extensive and in–depth knowledge of Listing Manual, Companies Act, Catalist Rules and Securities and Futures Act, Insolvency, Restructuring and Dissolution Act procedures and guidelines.
  • Excellent client servicing skills and strong problem-solving skills.
  • Strong Microsoft Office skills (especially Word) and good knowledge of View Point.
  • Excellent organizational & interpersonal skills.
  • Ability to lead and motivate a team of professional staff.
  • Ability to build team rapport with a willingness to share knowledge.
  • Ability to guide staff in technical matters.
  • Ability to identify problems and issues and apply problem solving skills to provide solutions.
  • Ability to prioritize work and meet deadlines.
  • Ability to multi–task under pressure.
  • Meticulous, organized, detailed and deadline oriented.

Client Management Officer (1-year fixed-term renewable contract)

Client Management Officer (1-year fixed-term renewable contract)

Job Responsibilities

A. Business / Management Activity

Operations

  • Attend to stakeholders enquiries and process all submitted documents relating to shareholder services
  • Receive, check, sort, record and process all documents received from shareholder(s) or lodging agent(s) in accordance with the necessary procedures
  • Acknowledge and issue receipt(s) to shareholder(s) or lodging agent(s)
  • Ensure documents and forms are replenished
  • Promptly, accurately, professionally and courteously receive all telephone calls and enquiries and direct and/or relay and record messages accordingly
  • Process corporate actions, transfers, replacement cheques / certificates, proxy votes, and any other client / shareholders’ instructions
  • Support client Shareholders’ Meetings – registration and polling services
  • Proactive participation in projects
  • Proactive participation in User Acceptance Tests
  • Proactive updating of clients’ information in the appropriate system

Client Servicing

  • Know Your Client by developing an in-depth knowledge of their industry and key contacts
  • Develop effective and differentiating servicing techniques that will serve to set us apart in the market and to build and maintain client loyalty
  • Proactively contact and communicate with clients regarding needs, experience and preferences according to a predetermined program. File all correspondences.
  • Identify opportunities to provide value added services to clients
  • Follow and be aware the importance of:
    • meeting current Service Level Agreements (SLAs),
    • minimising operational risk,
    • resolving queries and complaints are efficiently and effectively with the necessary planning, and
    • completing training to facilitate changes to the current environment, new clients and improvements to the service delivery for existing clients
  • Escalate problems, errors and omissions to be dealt with immediately and in the most appropriate manner
  • Coordinate the change of current business processes, procedures, and external party interactions to facilitate the requirements of new clients. This will involve interaction directly with clients and other Boardroom entities
  • Assist Senior Manager / Manager with the communication to all stakeholders at every level internally and externally
  • Assist in following up on outstanding and doubtful debts

B. Function – Specific Activity

  • Carry out any other duties / projects that may from time to time be assigned by Managers / Senior Managers / Director

C. People Management Activity

  • Work in collaboration with SRS colleagues to meet client requirements
Requirements
  • Two to three years experience in Share Registry and/or Client Services
  • A level / Diploma / Degree from a reputable institution
  • You might be required to travel based on business requirements
  • Ability to work in harmony with co-workers
  • Drive for results
  • Determination and persistence
  • Eager and willing to strengthen knowledge base and skills
  • Flexible, honest and loyal
  • Strong business acumen
  • Technical competency
  • Work ethics
  • Resourceful, meticulous and detailed
  • Positive disposition and can-do attitude

Operations Officer 2 – Admin (1-year fixed-term renewable contract)

Operations Officer 2 – Admin (1-year fixed-term renewable contract)

Job Responsibilities

Reception

  • Receive documents at reception
  • Open and record the documents in system
  • Date and time stamp all documents
  • Receive shareholders, technicians, courier, crown staff etc and attend to their queries

Admin

  • Ensure all documents received on a daily basis are delivered to the Teams’ trays timely.
  • Coordinate with CAD on the department’s behalf, the collection and dispatch of documents to CDP, Agent Banks or clients.
  • Promptly, accurately, professionally & courteously receive all telephone calls and enquiries and direct and/or relay and record messages accordingly.
  • Maintaining of department’s spilt operations.
  • Regular monitoring of “srsproxy” email and “srsclientservices” email
  • Processing all proxy forms accordingly received by hand, mail and email into the proxy register on timely manner.
  • Updates of meeting fees to Gemms for revenue monitoring
  • Amendment / update of Admin SOPs.
  • Sending daily REITs report to CDP.
  • Monitor the transactions and prepare billing for SGX lodgement reports in intranet.
  • Responsible for the retrieval, collection, reconciliation and conduct of periodic housekeeping of the document storage boxes (Crown boxes) that are stored at the warehouse
  • Quarterly reconciliation of Crown and provide numbers to Finance for billing clients
  • Daily receive BCAS cheques, open and record in spreadsheet. Pass to Finance on a weekly basis
  • Request / Monitor and follow up on Agent Bank statistics
  • Preparation of LOE/GTC for Docusign
  • Monitor and order all stationeries for the department
  • Reconciliation of cheques /share certs in secured room
  • Any other tasks/project assigned by your superior and management.
Requirements
  • One to two years’ experience in admin roles
  • A level / Diploma from a reputable institution
  • You might be required to travel based on business requirements
  • Ability to work in harmony with co-workers
  • Proactiveness
  • Determination and persistence
  • Eager and willing to add knowledge base and skills
  • Flexible, honest and loyal
  • Strong business acumen
  • Technical competency
  • Work ethics
  • Positive disposition and can-do attitude
  • Resourceful, meticulous and detailed