Position Overview
The Accounts & Admin Assistant will report to the head of Finance. In this role, the incumbent will need to provide high quality and sustainable administrative support to all departments to enable the smooth operations and delivery to meet the business objectives. This includes handling office administration and accounting matters. The role is a part-time role with flexible working hour options of 24 hours in a week (You may select 3 days out of Monday to Friday if you would like to accumulate hours and come for lesser days). Prorated benefits for leave, medical reimbursement and insurances apply.
Key Responsibilities for Accounts
Accounts Payable (AP)
- Handle the full spectrum of Accounts Payable functions, including
- Data entry of supplier invoices
- Processing and scheduling of vendor payments
- Manage Cash Disbursements (CD) including recording of payments
- Liaising with vendors on payment matters
- Corporate Credit Cards: Manage corporate credit card usage, reconciliation, and expense allocation
- Staff Claims: Process staff claims including verification, data entry, and payment
Accounts Receivable (AR)
- Notify relevant colleagues daily via email on customer receipt
- Cash Receipt (CR) including recording of receipts
- Upload invoicing to customer portals
- Follow up on outstanding receivables
Bank Reconciliation
- Perform timely and accurate monthly bank reconciliations
- Investigate and resolve discrepancies between bank statements and internal records
- File and maintain bank correspondence and related documentation
Fixed Assets
- Maintain and update the Fixed Assets Register
- Record asset additions, disposals, and depreciation
- Ensure timely and accurate month-end closing entries related to fixed assets
- General Accounting Support
- Assist with journal entries, accruals, and general ledger maintenance
- Responsible for updating bank signatories and liaising with the Corporate Secretary to ensure proper documentation and regulatory compliance
- Perform ad hoc accounting tasks and provide support as and when required.
Key Responsibilities Administration
- General office maintenance- first aid kit, fire extinguisher, upkeep of office premises and equipment.
- Point of contact for MCST 3288 and vendors
- Office supplies, pantry management, and tidiness
- Mobile/office line management and staff support.
- Visa, Ticket & Accommodation arrangements for corporate guests
- Insurance renewals, ensure company properties are adequately insured, premium payments and claims.
- Document handling for director signatures and corporate secretary coordination
- Organizing internal events (e.g., CNY, Christmas)
- Vehicle-related matters (parking, road tax, insurance, logbook)
- Perform ad hoc administrative tasks as and when necessary.
Education
- Minimum GCE O level or any related educational level
Experience
- Minimum 2 years of relevant working experience
Requirements
- Good written and verbal communication skills in English
- Proficiency with PC / MS Office software
- Multitasking and organized
- Ability to work independently and with other colleagues
