Accounts Admin Executive

Admin & Accounts Assistant

Reports To

Finance Manager / Director

Job Purpose

The Admin & Accounts Assistant is responsible for providing administrative, accounting and operational support to ensure the smooth and efficient functioning of the company's daily activities. The role involves handling accounts, payroll support, documentation, procurement administration, HR administration, and coordination with clients, suppliers and employees.

Key Responsibilities

A. Accounts & Finance Administration

Accounts Payable

Verify supplier invoices against purchase orders, delivery orders and supporting documents.

Prepare payment schedules and assist in processing payments.

Maintain supplier accounts and resolve invoice discrepancies.

Monitor due dates and ensure timely payments.

Accounts Receivable

Prepare quotations, invoices, credit notes and statements of accounts.

Follow up on outstanding payments and overdue accounts.

Maintain customer records and payment status reports.

Maintain accurate cash flow records.

B. Payroll & HR Administration

Payroll Support

Compile employee attendance records and timesheets.

Verify overtime, allowances and claims.

Prepare payroll information for processing.

Maintain payroll records and confidentiality.

Employee Administration

Prepare employment contracts, letters and HR documentation.

Maintain employee personal files and records.

Monitor work pass validity, medical examinations and certifications.

Coordinate onboarding and offboarding activities.

Leave Administration

Maintain leave records.

Process leave applications and monitor leave balances,coordination of workers home leave, work pass renewals, dormitory matters and training records.

Prepare monthly attendance reports.

C. General Administration

Document Control

Manage filing systems for contracts, quotations, invoices, purchase orders and project documentation.

Maintain both electronic and hardcopy records.

Ensure proper document version control.

Correspondence

Handle incoming calls, emails and correspondence.

Draft letters

Coordinate communications with clients, suppliers and authorities.

Office Administration

Manage office supplies and stationery inventory.

Coordinate office maintenance and equipment servicing.

Arrange meetings and appointments.

Assist in travel and accommodation arrangements when required.

D. Procurement & Operational Support

Procurement Administration

Obtain quotations from suppliers and subcontractors.

Prepare purchase orders and monitor deliveries.

Coordinate with vendors regarding orders and deliveries.

Project Support

Assist project managers with administrative documentation.

Prepare site documentation and reports.

Manpower deployment records.

Support tender submissions and contract administration.

E. Compliance & Corporate Administration

Regulatory Compliance

Assist in maintaining company licences, permits and certifications.

Monitor expiry dates of insurance, bizSAFE certificates and statutory documents.

Ensure proper record keeping for audits and compliance requirements.

Safety Administration

Maintain training records and certification records.

Assist in arranging safety courses and medical examinations.

Prepare safety-related administrative documentation.

Qualifications

Education

Minimum Nitec, Diploma or equivalent qualification in Business Administration, Accounting or related field.

Experience

1-3 years of relevant administrative and accounting experience preferred.

Experience in construction, engineering, rail, infrastructure or related industries will be an advantage.

Technical Skills

Proficient in Microsoft Office (Excel, Word, Outlook).

Familiarity with accounting software such as:

QuickBooks
Infotech

Good numerical and analytical skills.

Personal Attributes

The successful candidate should:

Be organised and detail-oriented.

Possess strong communication skills.

Be able to maintain confidentiality.

Work independently with minimal supervision.

Demonstrate initiative and problem-solving abilities.

Be reliable, responsible and trustworthy.

Be able to multitask and work under deadlines.

Key Performance Indicators (KPIs)

Timely invoicing and payment processing.

Timely payroll administration.

Proper maintenance of employee records.

Prompt follow-up of outstanding receivables.

Accuracy of reports and documentation.

Compliance with statutory and company requirements.

Efficient administrative support to operations and management.

Working Hours

Monday to Friday: 8:30am - 5:30pm