ADMIN & ACCOUNTS EXECUTIVE

Passionately curious is how we define ourselves at Ipsos.  Using market research, we gain an accurate and deep understanding of a person, brand or market to help our clients make smart, strategic business decisions. With the potential to change the world in small or big ways, we strongly believe in what we do, while making sure we have fun while doing it. 

JOB SCOPE:

As an Admin & Accounts Executive, you will play a vital role in providing comprehensive administrative support to our Singapore office, ensuring it maintains a professional image and operates efficiently.  In addition to your administrative duties, you will assist the Finance department with Accounts Payable functions, thereby contributing to the smooth financial management of the company. Your responsibilities will encompass a range of tasks that require strong organizational skills and attention to details, ensuring that both office operations and financial processes run seamlessly.

Key Responsibilities:

Data Protection Officer (DPO) responsibilities: 

Serve as the DPO and stay updated with relevant Data Protection Policies.  Ensuring compliance with the PDPA when developing and implementing policies and processes for handling personal data; Fostering a data protection culture among employees and communicating personal data protection policies to stakeholders; Managing personal data protection related queries and complaints; Alerting management to any risks that might arise with regard to personal data; Liaising with the PDPC on data protection matters, if necessary; Performing Data Protection Impact Assessments to identify, assess and address business risks, based on the organisation's functions, needs and processes; Developing staff training programs on PDPA; Overseeing activities to foster data protection awareness within the organization.

Office Administration and Management:  Manage various office requests, including but not limited to the followings.  

Office Procedures & Systems: Develop, review, and enhance office procedures and administration systems to ensure compliance and implement improvements as necessary. Policy Development and Compliance: Create, update, and maintain policies and procedures in a manual format, ensuring regular updates on our local intranet to meet ISO standards and Group guidelines. This includes, but is not limited to, Business Travel & Expenses, Office Insurance, Workplace Safety & Housekeeping, and Privacy & Data Protection. Documentation Control and Communication: Maintain control over administrative documentation, including contracts, agreements, circulars, broadcasts, and correspondences, ensuring they are systematically organized and easily accessible.  Ensure that broadcasts related to office matters and updates are clearly communicated to all employees, fostering collaboration and keeping everyone informed. Office Facilities and Equipment Management:  Perform regular inspections of office facilities and equipment, ensuring timely maintenance or replacements as necessary to uphold a safe, efficient and pleasant workplace environment (e.g., coffee machine, water dispenser, air conditioners, copiers, lightings, furniture, office plants).  Coordinate with the landlord's office to arrange for air-conditioning extensions as needed. Insurance Management: Ensure timely renewal of office-related insurances, and review terms and policies to guarantee adequate coverage. Hotel Corporate Rates: Review, negotiate and maintain an up-to-date corporate rates with hotels. Travels & Expenses: Ensure travel bookings and expenses claims adhere to company policies and provide support for travel and accommodation bookings as required.  Problem-solving: Offer solutions for travel management and office administration challenges as they arise. Reception cover and other ad-hoc duties: Provide cover for receptionist duties, managing phone calls politely and ensuring callers are directed appropriately. Oversee pantry supplies, stock control, and supervise the office cleaner.

Clients’ contracts/agreements:

Data Protection Clauses: As part of DPO responsibilities, review data protection clauses in clients’ contracts/agreements.  Provide feedback to research teams, operations and support functions to ensure compliance and address any potential concerns. Insurance Clauses: Review insurance clauses in contracts to verify alignment with the company’s existing insurance policies concerning the types and coverage. Offer feedback to research teams and liaise with insurance agents to clarify any ambiguous clauses.

Support, Coordination and Planning:

Assist in organizing internal and external company events, as well as team-bonding activities, ensuring they are well-coordinated and successful. Proactively contribute creative ideas throughout the planning and execution process. Source and secure products, food and beverages, catering services, and venues related to company events, team-bonding activities, and office functions. Collaborate with department managers on headcount movements, including onboarding briefings and exit processes, to ensure smooth transitions. Plan and manage the office roster to ensure optimal use of office space, promoting engagement and collaboration across business units and functions. Manage office renovation projects, space planning, and equipment needs, such as audio requirements for qualitative rooms, while keeping costs within budget. Undertake additional tasks or ad-hoc projects as assigned by managers and the leadership team, maintaining a cooperative attitude and effectively addressing other office-related matters.

ISO Audit: 

Coordinate and facilitate communication between the company and external auditors during ISO audits.  Ensure that all necessary documentation is meticulously prepared and consistently maintained for audit readiness.  Assist in addressing any audit-related inquiries or requirements to ensure compliance and smooth audit processes.

GHG Data Collection and Reporting:

Measuring and monitoring the company’s Greenhouse Gas (GHG) emissions, focusing on the collection, review, and accurate input of data.  Ensure data accuracy, completeness and timely submission to address requirements under the Corporate Sustainability Reporting Directive (CSRD).

Financial and Cost Management:

Review, verify, and confirm all purchase invoices with researchers/requestors before booking them into the accounting system for payment processing, ensuring accuracy and accountability. Prepare and upload payments to the bank for authorization, maintaining timely and accurate transaction processing. Execute month-end tasks, such as posting all invoices to the accounting system, managing forex entries, and perform bank reconciliations.  Assist in the year-end statutory audit by providing invoices to auditors during document verification and supplying supporting evidence, to ensure compliance with financial regulations and accurate financial reporting. Provide detailed tabulation and analysis of actual expenditures against budgets and forecasts to maintain effective cost control and propose corrective solutions as needed. Stay updated on market trends related to office products, pricing, and equipment specifications, to ensure cost-effective procurement decisions. Negotiate with suppliers regularly to secure the best prices and terms for company purchases, maximizing value and minimizing costs.

Interpersonal and Communication Skills:

Collaborate effectively with all levels of management and staff, demonstrating strong communication and interpersonal skills.