Job Title: Admin Executive (Accounting & Office Administration)

Company Overview:

The Smart Home Tech Show is Singapore's premier consumer electronics and smart living exhibition, organised by Hossey Events Pte Ltd. We connect consumers with the latest innovations in smart home technology, electronics, and lifestyle products. We are seeking a proactive and meticulous Admin Executive to support our team with essential accounting and administrative functions, ensuring the smooth operation of our office and event logistics.

Job Summary:

The Admin Executive will be responsible for the day-to-day accounting functions and general administrative support for the company. This role is crucial for maintaining accurate financial records, managing office operations, and assisting with the administrative preparation and follow-up for major events.

Key Responsibilities:

A. Accounting & Finance Support (Approximately 60%)

1. Bookkeeping and Record Management:

   • Manage and maintain accurate and up-to-date financial records, including data entry into the accounting software (e.g., Zoho, Xero, etc.).

   • Handle Accounts Payable (AP) and Accounts Receivable (AR) functions, including processing supplier invoices, issuing sales invoices to exhibitors/sponsors, and monitoring payments.

   • Process staff claims, expense reports, and petty cash transactions.

2. Bank and Reconciliation:

   • Perform regular bank and ledger reconciliation to ensure all financial transactions are accurately recorded.

   • Monitor company bank balances and prepare monthly financial schedules.

3. Compliance and Reporting:

   • Assist in the preparation of quarterly Goods and Services Tax (GST) submissions.

   • Liaise with external auditors, tax agents, and corporate secretaries for annual closing and regulatory compliance.

4. Event Finance:

   • Assist in tracking event-specific income (booth rentals, sponsorships) and expenditure (venue costs, marketing).

B. Office Administration & Operations (Approximately 40%)

1. General Office Management:

   • Manage office supplies inventory, ensuring adequate stock levels and liaising with vendors for procurement.

   • Oversee the maintenance of office equipment and facilities, ensuring a functional and professional work environment.

   • Manage incoming and outgoing correspondence, including calls, emails, and mail.

2. Human Resources & Documentation:

   • Maintain and organise physical and electronic filing systems for both administrative and financial documents.

   • Assist with basic HR administrative tasks, such as maintaining employee records, managing leave applications, and onboarding/offboarding documentation.

3. Event Support Administration:

   • Provide administrative support to the events team, including preparing contracts, issuing confirmation letters to exhibitors, and managing registration forms.

   • Coordinate travel arrangements, meeting schedules, and internal event logistics as needed.

Requirements and Qualifications:

• Education: A Diploma or Degree in Accountancy, Business Administration, or a related field.

• Experience: Minimum 1-2 years of relevant working experience in a similar administrative or accounting support role, preferably within the events, exhibition, or retail industry.

• Technical Skills:

  • Proficiency in Microsoft Office Suite (Excel, Word, Outlook) is mandatory, especially strong skills in Excel for data analysis and reporting.

  • Familiarity with standard accounting software is a strong advantage.

• Key Competencies:

  • Exceptional organisational skills and a strong attention to detail.

  • Ability to work independently, manage multiple tasks concurrently, and meet deadlines in a fast-paced environment.

  • Excellent written and verbal communication skills in English (and Mandarin/Malay for communication with local vendors/exhibitors, if applicable).

  • Proactive, reliable, and possessing a high degree of integrity in handling confidential financial information.