Accounts & Admin

Roles & Responsibilities ROLE OVERVIEW The Account & Admin role is a hybrid position supporting both the Finance and Administrative functions of the Company. This role ensures accurate financial documentation, smooth office operations, and timely coordination across departments. The ideal candidate is detail-oriented, organised, and able to work collaboratively across departments (Finance, Admin, Sales, Projects, Service, and HR) to maintain documentation accuracy and operational efficiency. KEY RESPONSIBILITIES 1. Finance & Accounts Administration Handle all accounts documentation, including supplier invoices, payment vouchers, petty cash, and staff claims. Perform data entry, verification, and filing of transactions into accounting systems (e.g., Zoho / Odoo). Support month-end closing by compiling payment batches, reconciling supplier statements, and preparing financial summaries. Track Accounts Payable (AP) and Accounts Receivable (AR), and proactively highlight overdue or outstanding items. Follow up with suppliers and internal teams on missing documents to ensure timely and accurate payment processing. Prepare payment summaries, reimbursement reports, and expense tracking sheets for management review. Assist the Finance Director with bank transactions, GIRO arrangements, audit preparation, and supporting documentation. 2. Procurement & Vendor Coordination Prepare, process, and track Purchase Requests (PR) and Purchase Orders (PO) for timely approval and issuance. Coordinate with suppliers on quotations, orders, delivery schedules, and service-related queries. Match and file PR / PO / DO / Invoice documents in accordance with finance and audit requirements. Maintain and update procurement trackers, vendor databases, and related records on SharePoint / Odoo. Support the Admin Manager in vendor onboarding, contract renewals, and administrative services such as insurance, courier, utilities, and subscriptions. 3. Administration & Office Support Report to the Admin & Office Manager for all administrative, compliance, and office support matters. Maintain company records, including insurance policies, asset registers, contracts, licenses, and vendor agreements. Assist with staff onboarding preparation (accounts setup, documents, asset issuance) and support work pass / renewal processes. Coordinate administrative compliance, such as BizSAFE renewal, license submissions, statutory document updates, and audit file preparation. Manage office supplies, courier arrangements, facility maintenance, and general office logistics. Liaise with IT and HR on system access, device assignment, and record management to ensure smooth employee support. 4. Cross-Department Liaison & Reporting Work closely with Sales, Projects, and Service teams to ensure accuracy in the PR-PO-Invoice flow and project-related billing. Update and reconcile internal trackers (purchases, payments, billings, vendor ageing, and expenditures). Prepare monthly summaries and reports for management, including expenditure breakdowns, vendor listings, and payment ageing. Serve as a coordination and documentation point between Finance, Admin, and Operations to maintain transparency and process alignment. REQUIREMENTS Minimum Diploma / LCCI / Nitec in Accounting, Business Administration, or equivalent. 2–3 years’ experience in administrative or accounting support (SME / project-based environment preferred). Proficient in Microsoft 365 (Excel, Outlook, SharePoint); experience with Zoho / Odoo / ERP / CRM is a plus. Excellent attention to detail and record-keeping discipline. Able to manage multiple tasks and deadlines with minimal supervision. PREFERRED ATTRIBUTES Responsible, trustworthy, and meticulous. Proactive communicator who ensures documentation completeness. Comfortable working with cross-functional teams and supervisors. Familiar with standard purchasing, billing, and claims workflows. SALARY & BENEFITS Salary Range commensurate with experience Performance bonus, Annual leave & medical benefits Friendly and supportive team environment WORK SCHEDULE Location : Singapore, Near Paya Lebar MRT Monday to Friday 8 : 30 AM to 6 : 00 PM Occasional overtime during month-end closing or audits. Tell employers what skills you have CRM Outlook Accounts Payable Microsoft Office Odoo Inventory ERP Purchasing Invoicing Transparency Administration Vendor Coordination Data Entry Procurement Accounts Receivable SharePoint Accounting Facility Maintenance Customer Service #J-18808-Ljbffr