About Hotlotz
Hotlotz, established in 2015, is the leading auction house in Singapore, connecting buyers, sellers and collectors of quality secondary items through online auctions - jewellery, luxury, works of art and collectibles.
We conduct approximately 50 sales each year across a wide range of asset classes. These include general monthly Interiors & Collectibles sales, as well as specialist sales such as Asian Ceramics & Works of Art, Jewellery & Watches, Designer & Luxury Fashion, and Fine Art, among many others.
To learn more about Hotlotz, visit https://hotlotz.com.
Role Overview
Hotlotz is seeking a highly organised and detail-oriented Finance & HR Administrator to support the day-to-day running of our finance and people operations.
This is a hands-on role that includes bookkeeping, payment administration, reconciliations, payroll support, and HR administration. Working closely with the Finance Manager, Operations Manager and wider team, you will help ensure that financial processes run smoothly, records are accurate, and administrative systems are kept up to date.
This role is ideal for someone who takes pride in accuracy, and is comfortable managing both routine processes and ad-hoc operational tasks in a growing business.
Key Responsibilities
Finance Operations & Bookkeeping
- Maintain accurate financial records in accounting system and related internal records
- Record and process transactions including sales, fees, expenses, and payments
- Assist with month-end and quarter-end close processes
- Support the Finance Manager with finance administration and reporting tasks as required
Accounts Payable & Receivable
- Process supplier invoices and prepare payment runs accurately and on time
- Support preparation of seller payouts
- Track incoming buyer payments and follow up on overdue amounts timely
- Assist with GST data preparation and related documentation
Reconciliations & Controls
- Perform regular bank reconciliations
- Reconcile payment platforms and clearing accounts
- Assist in resolving discrepancies between systems and accounts
- Help maintain accurate audit trails and support good financial controls
Auction & Transaction Support
- Support reconciliation of auction and marketplace transactions into financial records
- Ensure accurate allocation of payments, commissions, and seller proceeds
- Assist in identifying and resolving transaction issues
Queries & Communication
- Respond to buyer and seller finance queries
- Liaise with internal teams on payment and invoice matters
- Provide clear updates on payment status and timelines
Payroll Support & Employee Administration
- Assist in preparation and processing of payroll
- Maintain employee records and support onboarding/offboarding administration
- Assist with statutory submissions where required
- Help ensure employee expenses and reimbursements are processed accurately
- Support tracking of employee costs against budgets
HR Administration
- Provide day-to-day administrative support for HR processes and systems
- Maintain and update HR software, employee records, leave records, and key people data
- Coordinate onboarding and offboarding administration, including documentation, system setup, and internal checklists
- Support the scheduling and administration of HR-related activities, reviews, training, and key dates
- Help ensure HR policies, documentation, and internal records remain organised and up to date
Requirements
- Currently based in Singapore
- Previous experience in bookkeeping, finance administration or operations
- Proactive, dependable, and willing to take ownership of day-to-day administrative processes
- Strong attention to detail and a high level of accuracy
- Good communication skills, and comfortable with handling external queries
- Proficiency in Excel/Google Sheets, and familiarity with accounting systems (e.g. Xero)
- Organised, proactive, and able to manage multiple priorities
To Apply
Please submit your full CV and a cover letter to [Confidential Information].
All applications will be kept confidential, and only shortlisted candidates will be invited for an interview.
Hotlotz champions diversity and rejects discrimination based on age, race, gender, religion, sexuality, nationality, or any other characteristic protected under the Workplace Fairness Act.
