Job Description

About the Role

FLEX Commodities is looking for an Accounts & Administration Executive to support the Singapore office across day-to-day accounting, invoicing and office administration.

The role is predominantly Accounts-focused, with approximately 20% of working time allocated to office administration and the balance dedicated to Accounts and Finance responsibilities.

The successful candidate will work closely with the Finance Manager on accounting and invoicing matters and with the HR Manager on administration and employee-related coordination.

Key Responsibilities

Accounts, Finance & Invoicing

Manage day-to-day accounting activities, including accounts payable, accounts receivable, supplier payments and customer receipts.
Prepare journal entries, maintain the general ledger and ensure accounting records and supporting documentation are complete and accurate.
Perform bank reconciliations and monthly balance sheet reconciliations.
Support month-end and year-end closing activities and provide required schedules and documentation.
Handle invoicing for one designated Europe book and one designated Asia book, ensuring invoices are prepared accurately and issued on time.
Coordinate with Traders, Operations and other relevant teams to obtain the information and supporting documents required for invoicing.
Follow up on missing information, documentation or approvals that may delay invoicing or accounting entries.
During holidays or absence of the Dubai invoicing team, provide invoicing backup together with one of the two Dubai invoicers, as required.
Liaise with banks, auditors, vendors, external accountants and other service providers on finance-related matters.

GST, Payroll & Statutory Compliance

Prepare and coordinate GST submissions and maintain supporting documentation for audit and tax purposes.
Ensure compliance with applicable Singapore accounting and statutory requirements.
Coordinate monthly payroll with the payroll provider and administer CPF and other statutory contributions.
Maintain payroll records and coordinate employee payroll-related queries with the HR Manager and Finance Manager, as applicable.
Coordinate with external accountants, auditors and corporate service providers where required.

Office Administration & Coordination

Manage the routine day-to-day administration of the Singapore office within the allocated administration time.
Coordinate office facilities, supplies, vendors, service providers, maintenance and general office requirements.
Maintain company administrative records and documentation.
Coordinate courier services, travel arrangements and other routine administrative requirements.
Support employee onboarding/offboarding administration, office access, equipment coordination and other local HR administrative requirements under the direction of the HR Manager.
Assist with employee engagement activities, office events and other HR/administration initiatives as required.
Escalate matters requiring additional administrative time or support to the HR Manager to ensure Accounts responsibilities remain the primary focus of the role.

Regional Coordination & Controls

Work closely with the Finance Manager on accounting, invoicing, reporting and finance-related priorities.
Work closely with the HR Manager on Singapore office administration and employee-related administrative matters.
Coordinate with the Dubai Accounts team and provide cross-location support where required, including invoicing backup during holidays or absences.
Maintain accurate and timely updates in the company's ERP/accounting and document management systems.
Ensure adherence to internal controls, approval processes and established company procedures.
Support ad hoc finance and administration projects as assigned.

Requirements

Diploma or Bachelor's degree in Accounting, Finance, Business Administration or a related discipline.
Minimum 3 years of relevant accounting experience, with the ability to independently manage routine accounting and invoicing responsibilities.
Hands-on experience with GST, CPF, payroll coordination and Singapore statutory requirements.
Strong accounting fundamentals, attention to detail and ability to work to invoicing and month-end deadlines.
Experience in commodities, shipping, marine fuels, trading or logistics would be an advantage.
Experience working in a multinational or regional organization is preferred.
Proficiency in Microsoft Excel and Microsoft Office applications.
Experience with ERP/accounting systems; Odoo experience would be an advantage.
Strong communication, coordination and follow-up skills, with the ability to work effectively with teams across different locations.

Preferred Profile

A hands-on accounting professional who is comfortable balancing a primarily Accounts-focused role with a defined daily office administration responsibility.
Able to manage invoicing ownership for designated books of accounts while providing reliable backup support to the invoicing team in HQ when required.
Organized, dependable and able to prioritize finance deadlines while ensuring the Singapore office's routine administrative requirements are handled efficiently.