Company: Takahe Pte Ltd
Location: 21 Collyer Quay, Singapore
Reporting To: Accountant
Working Arrangement: Hybrid arrangement available - option to work from home 1-2 days per week, subject to operational requirements.
Job Types: Contract to Perm
Contract length: 6 months
About Us
We are a newly established Singapore-based single family office managing a diversified portfolio of investments, trusts, and special purpose vehicles (SPVs) across multiple jurisdictions. Our mission is to preserve and grow wealth over the long term through prudent financial management and disciplined investment strategies. Beyond delivering accurate, high-quality reporting to support informed decision-making for the family, we provide comprehensive oversight of investments, trusts, and estate matters, ensuring their smooth administration and long-term sustainability. We collaborate closely with leading banks, investment managers, legal advisors, and tax professionals worldwide.
Role Summary
We are seeking a detail-oriented and organised Administrative & Finance Executive to support an ongoing estate-related project and associated property portfolio.
This role focuses on administrative coordination, documentation control, structured record-keeping, data management, property liaison support, and finance coordination. The successful candidate will work closely with internal accountants and stakeholders to ensure information is accurately maintained, properly documented, and systematically tracked.
This position is well-suited for someone who is process-driven, meticulous, and comfortable working in a confidential environment.
Key Responsibilities
Project & Administrative Support
- Provide administrative support for estate-related matters, including documentation collation and record maintenance.
- Maintain accurate trackers, logs, and structured records (primarily Excel-based).
- Perform data entry and digitisation of information where records are maintained in hardcopy format.
- Ensure proper administrative filing of both physical and electronic documents.
- Assist in compiling information for asset identification and internal review.
- Coordinate follow-ups with lawyers and external consultants (e.g. surveyors) where documentation or clarification is required.
- Ensure proper version control and structured storage of documentation.
Property Coordination & Agent Liaison
- Act as the primary administrative point of contact for property agents regarding estate-related properties.
- Receive, log, and maintain records of property-related updates, tenancy documentation, and correspondence.
- Track outstanding items and follow up with agents where necessary.
- Escalate matters requiring review or decision-making to internal stakeholders.
- Ensure property-related information is centrally organised and up to date.
Basic Finance & Payment Coordination
- Prepare and maintain a consolidated list of monthly payments for submission to the in-house accounting team.
- Track payment status and follow up on outstanding invoices or supporting documentation with internal stakeholders and external agents.
- Ensure all invoices and supporting documents are properly recorded and complete prior to inclusion in the monthly payment run.
- Maintain records of funds received from asset disposals or dividend distributions to support internal tracking and reconciliation.
General Administrative Support
- Provide general administrative assistance as required.
- Support travel and hotel bookings where necessary.
- Ensure confidential information is handled with discretion and professionalism.
Requirements
Experience
- Minimum 3 years of relevant working experience in administrative, operations support, finance administration, or accounts support roles.
- Experience supporting property-related administration or working in SME environments will be an advantage.
Skills
- Strong attention to detail and ability to manage high volumes of documentation and tracking.
- Comfortable handling both digital and hardcopy records.
- Proficient in Microsoft Excel (comfortable managing structured trackers and basic formulas).
- Organised, methodical, and able to prioritise tasks effectively.
- Confident liaising with external professionals such as lawyers and consultants.
Personal Attributes
- High level of discretion and professionalism.
- Reliable, structured, and comfortable working independently.
- Process-driven with strong follow-through capability.
Education
- Diploma or Degree in Business, Finance, Administration, or related disciplines preferred.
- Accounting qualification (Diploma or Degree) will be an advantage, particularly for candidates with exposure to AP/AR, reconciliation, financial accounting, or management accounting.
Career Development Opportunity
- This role offers potential for growth into a broader leadership support function over time, subject to performance and organisational needs.
- Successful candidates who demonstrate strong capability, discretion, and ownership may be considered for expanded responsibilities and commensurate salary progression.
