Accounts Cum Office Administrator

About Us

Yi-Ke Innovations Pte Ltd is a Singapore-based IT services and system integration company founded in 2018.

The company specializes in data centre infrastructure, physical security systems, facility management software, IoT applications, and managed IT services.

Yi-Ke Innovations provides turnkey smart building and technology solutions for sectors such as government, commercial, healthcare, banking, and data centres, with a focus on innovation, scalability, and sustainable infrastructure solutions.

Job Summary

Weare seeking a responsible and detail-oriented Accounts Cum Office Administratorto provide support across Procurement & BCA, Accounts Payable, and generaloffice administration.

The ideal candidate should be organized, proactive,detail-oriented and capable of managing multiple responsibilities while workingeffectively with various internal departments and external stakeholders.

Key Responsibilities

Accounts Payable /Finance Support (30%)

• Provide support to the Assistant Finance Manager, primarily in Accounts Payable (AP) activities.
• Generate Payment Vouchers (PV) through the ERP system and ensure all supporting documents are properly attached.
• Process supplier invoices by verifying, filing and accurately entering invoice information into the ERP system.
• Check supplier invoices and supporting documents for completeness and accuracy.
• Follow up with Procurement and relevant departments on missing or incomplete invoice documentation.
• Assist with payment-related documentation and other AP administrative matters.
• Review project handover documents for completeness and accuracy before proper filing and record maintenance.
• Print and review project unbilled reports to facilitate project closure.
• Assist with project closing in the ERP system and follow up on system errors encountered during project closure.
• Liaise with the Purchasing and Project Management teams to resolve documentation or ERP-related issues.
• Maintain accurate finance and project-related documentation for audit and compliance purposes.
• Provide other finance-related administrative support as assigned by the Assistant Finance Manager.

Office Administration & Facilities (40%)

• Manage general office administrative matters and support the smooth day-to-day operation of the office.
• Manage office pantry supplies by monitoring stock levels and arranging replenishment.
• Maintain adequate office stationery and general office supplies.
• Coordinate the maintenance and servicing of printers, air-conditioning systems and other office equipment / facilities.
• Arrange preventive maintenance, servicing and repairs with external vendors when required.
• Liaise with vendors, contractors and external service providers on office maintenance and administrative matters.
• Assist with company / office licence applications and renewals.
• Assist with SME grant applications, including checking eligibility and coordinating the required supporting documents, where applicable.
• Assist with the setup and management of Microsoft 365 email accounts for new employees.
• Maintain proper filing systems, record and administrative documentation.
• Maintain proper records of office assets, licences, contracts and other administrative documents.
• Assist various departments with administrative coordination and support where required.
• Liaise with internal departments, clients, vendors and external service providers on administrative matters.
• Assist in ensuring a clean, safe and efficient working environment.
• Perform other ad hoc administrative duties assigned by management.

Procurement & BCA Support (30%)

• Provide administrative and operational support to the Procurement function.
• Monitor and coordinate BCAlicence / workhead applications and renewals, ensuring that the relevantlicences and workheads remain valid.
• Assist with procurement-related documentation, including purchase orders, supplier documents, quotations and other relevant records.
• Assist in BCA-related matters, including maintaining and updating company records and documentation required for BCA submissions.
• Prepare and submit the company's project track records and supporting documents for BCA purposes.
• Monitor and coordinate BCA licence / workhead applications and renewals, ensuring that the relevant licences and workheads remain valid.
• Assist in the application, renewal, upgrading and maintenance of the company's BCA workheads, including:
  
  1) ME04 - L5
  2) ME05 - L2
  3) ME15 - Integrated Building Services - L1/L2
  4) ME02 - L2
  5) ME08 - L2
  6) ME10 - L2

• Maintainproper records of BCA licences, workheads, expiry dates, project track recordsand supporting documents.
• Coordinatewith relevant internal departments to obtain necessary project information andsupporting documents for BCA submissions.
• Assistwith contract reading and terms & conditions review for basic understandingand administrative purposes.
• Attendbasic contract / legal training as required by the company.
• Liaisewith Procurement, Project Management and other relevant departments onprocurement and BCA-related matters.

Requirements

• Minimum 2 years of relevant experience in Accounts, Procurement, Office Administration or a similar role.
• Experience in Accounts Payable (AP) and invoice processing.
• Good proficiency in Microsoft Office, especially Excel and Word.
• Experience with ERP systems will be an advantage.
• Good organizational skills with strong attention to detail and accuracy.
• Able to multitask, prioritize and meet deadlines.
• Good communication and coordination skills when dealing with internal departments, suppliers and external parties.
• Willing to learn and handle BCA-related matters, procurement processes and contract / terms & conditions review.

Preferred Skills

• Experience in Procurement / BCA administration will be an advantage.
• Familiarity with BCA workhead / licence applications, renewals and project track record submissions will be an advantage.
• Basic understanding of contracts and terms & conditions.
• Strong document control and record-keeping skills.
• Good follow-up and coordination skills.
• Proactive, responsible and able to work independently.
• Strong sense of ownership and accountability.