HYPERSCAL SOLUTIONS PTE. LTD. Hiring! Full Time Clerical Officer in West Region (Singapore), Earn up to SGD 3,240 - Ricebowl

COMPANY DESCRIPTION

MINDSG Ltd has been caring for Persons with Intellectual Disabilities (PWIDs) and their families since 1962.

Grounded in the belief that all PWIDs have innate abilities and talents, MINDS is committed to empowering them and enhancing their quality of life, while advocating for greater inclusivity for PWIDs as a nation.

MINDS is today one of the largest charities in Singapore employing more than 1200 staff. With the key focus to expand community-based services, improving the employability of PWIDS, strengthening education, and engendering inclusive community living, MINDS offers a holistic range of services and programmes across the PWIDs' lifespan.

These include schools, employment and training development centres, home-based care services and community-based services to cater to the physical, psychological, environmental and social needs of PWIDs. For more information, please visit *************

RESPONSIBILITIES

The role of a Clerical Officer is to provide administrative support for the day-to-day Centre operations, financial administration, general office administration, estate/facilities management, and inventories/supplies.  

The Centre aims to provide Trainees with meaningful engagement, independent skills training and adequate care, and the programmes are run in accordance with licensing requirements and high standard of corporate governance. 

Procurement Support

• Source and evaluate quotations, conduct basic market research, and support supplier site surveys.
• Process procurement activities, including goods receiving, invoice processing, and supplier account creation.
• Coordinate tender activities, stakeholder communications, and maintain vendor relationships.

Petty Cash, Debit Card & Credit Card Administration

• Process petty cash claims, issue vouchers, and verify supporting documents.
• Maintain petty cash, debit card records, and upload required financial documentation.
• Monitor outstanding claims and ensure timely approvals and reconciliation.

Banking-Related Duties

• Prepare bulk cash bags for banking, including documentation and stamping.
• Verify cash against reports and deposit sealed cash bags weekly.
• Deposit donated cash when required

Social Enterprise Project Sales (External & Internal)

• Generate external invoices and verify payment statuses.
• Generate cash sales records for various units and projects.
• Create internal billing entries, notify Finance of transactions, and ensure correct data entry

Fixed Assets & Inventory Management

• Coordinate asset registration, tagging, verification, and inventory updates.
• Support asset transfers, disposals, write-offs, and periodic verification exercises.
• Maintain inventory records and conduct internal audits for donated and non-fixed assets.

Client Records & Case Management System

• Maintain accurate client records, admissions/discharges, attendance, and transport information.
• Administer Means Testing, financial assistance, transport listings, and client data updates.
• Prepare caregiver correspondence, monthly reports, and ensure timely submission to Finance.

Human Resource Administrative Support

• Support attendance verification, leave administration, and monthly relief staff claims.
• Assist with payroll-related administration, payslip distribution, and HR system updates.
• Coordinate staff training registrations and perform general HR administrative support.

Environment, Food Hygiene & Facilities Compliance

• Monitor cleaning, pest control, and environmental hygiene compliance requirements.
• Coordinate maintenance, rectification works, and vendor performance.
• Track licences, contracts, inspection logs, and facility defect reporting.

Filing, Documentation & Audit Support

• Maintain physical and electronic filing systems through scanning and document digitisation.
• Upload and organise documents in SharePoint with accurate records management.
• Support audit preparation and administrative documentation.

General Administrative Duties

• Provide administrative support, including stationery, venue bookings, access cards, and enquiries.
• Prepare donation documentation and maintain administrative records.
• Support departmental operations and perform ad-hoc duties assigned by the Reporting Officer or Head of Department.

Coordination of Transport Arrangements

• Coordinate transport bookings and scheduling for clients and Social Enterprise projects.
• Liaise with drivers, provide transport briefings, and support navigation where required.
• Manage transport service recovery and resolve operational issues.

Assist in Managing Outsourced Vendors

• Monitor outsourced staff attendance, reporting times, and vendor performance.
• Coordinate attendance records, feedback collection, and invoice verification.
• Support vendor communications, briefings, and operational updates.

Other Duties

• Perform additional responsibilities and undertake changes in work scope as required to meet organisational needs, including occasional weekend assignments.

QUALIFICATIONS

• Minimum GCE "O", "A" Levels/ ITE/ Diplomain Administrative Management with 2 years working experience. 

OTHER INFORMATION

• Effective and good interpersonal and communication skills.
• Computer literacy skills - MS Word, Excel, Powerpoint.
• Simple basic accounting skills.
• Good organisational and interpersonal skills 
• Exposure in community care sector is an added advantage 
• Well-organized and meticulous 
• Able to work independently and multi-task 

Please note that your application will be sent to and reviewed by the direct employer - MINDSG LTD