Accounts and Administration Executive

Job Description - Accounts & Administration Executive

Job Title: Accounts & Administration Executive
Department: Finance & Administration
Reporting To: Finance Manager / Managing Director
Location: Singapore
Employment Type: Full-time

Job Summary

We are looking for a responsible and detail-oriented Accounts & Administration Executive to manage the company's day-to-day accounting and administrative functions. The role will be responsible for maintaining accurate financial records, handling accounts payable and receivable, assisting with month-end closing and financial reporting, as well as managing general office administration.

Key Responsibilities

1. Accounting & Finance

• Handle day-to-day accounting transactions and maintain accurate accounting records.
• Manage accounts payable (AP) and accounts receivable (AR).
• Prepare invoices, credit notes, payment vouchers and receipts.
• Process supplier invoices and arrange payments.
• Monitor customer outstanding balances and follow up on overdue accounts.
• Perform bank, supplier and customer reconciliations.
• Maintain proper filing of accounting documents and supporting records.
• Assist with monthly and year-end closing of accounts.
• Prepare monthly management reports and financial schedules.
• Assist in cash-flow monitoring and preparation of payment forecasts.
• Maintain fixed asset and other accounting schedules where applicable.
• Liaise with auditors, tax agents, company secretary and other external parties when required.
• Assist in GST reporting and compliance.
• Ensure accounting records comply with company policies and applicable Singapore requirements.

2. Payroll & HR Administration

• Prepare monthly payroll and related payroll reports.
• Process CPF contributions and other statutory payments.
• Maintain employee records and leave records.
• Assist with employee onboarding and offboarding documentation.
• Prepare employment-related administrative documents where required.
• Liaise with relevant authorities on employment administration matters.

3. General Administration

• Manage day-to-day office administrative matters.
• Handle correspondence, documentation and filing.
• Maintain office supplies and coordinate purchases.
• Assist with procurement and supplier coordination.
• Arrange meetings, appointments and company administrative matters.
• Maintain proper records of contracts, insurance, licences and other company documents.
• Provide administrative support to management and other departments.

4. Banking & Cash Management

• Prepare bank payment instructions and online banking transactions.
• Monitor company bank balances and cash flow.
• Perform monthly bank reconciliations.
• Liaise with banks on routine banking matters.
• Assist management in monitoring foreign currency transactions where applicable.

5. Other Responsibilities

• Support management with ad-hoc financial and administrative assignments.
• Assist in preparing information required for tenders, quotations and business analysis.
• Work closely with sales, operations, purchasing and management to ensure smooth financial and administrative processes.
• Identify opportunities to improve accounting and administrative procedures.

Requirements

• Diploma or Degree in Accounting, Finance, Business Administration or related discipline.
• 3-5 years of relevant accounting and administrative experience preferred.
• Experience in handling AP, AR, bank reconciliation and general accounting.
• Experience with accounting software such as Xero, QuickBooks, MYOB, SAP or similar.
• Good working knowledge of Microsoft Excel.
• Knowledge of Singapore GST, CPF and basic statutory requirements.
• Good command of written and spoken English.
• Strong attention to detail and accuracy.
• Good organisational and time-management skills.
• Able to work independently and meet deadlines.
• Mature, responsible and trustworthy, particularly in handling confidential financial information.

Preferred Qualifications

The following would be an advantage:

• Experience in handling full sets of accounts.
• Experience with Singapore GST.
• Experience in payroll and CPF administration.
• Experience dealing with auditors and tax agents.
• Experience in a trading, manufacturing, construction or engineering-related company.
• Knowledge of import/export transactions, foreign currencies and inventory accounting.
• Strong Excel skills, including Pivot Tables, SUMIF/SUMIFS and VLOOKUP/XLOOKUP.

Key Performance Indicators (KPIs)

The successful candidate should be able to:

• Maintain accurate and up-to-date accounting records.
• Ensure supplier invoices and customer receipts are processed promptly.
• Minimise overdue customer accounts.
• Complete monthly reconciliations accurately and on time.
• Submit payroll, CPF and GST-related matters within required deadlines.
• Maintain proper documentation and filing.
• Provide timely and accurate financial information to management.
• Improve efficiency of accounting and administrative processes.