Position Overview
We are looking for a detail-oriented and proactive Finance Operations Executive to manage and verify payment-related activities across HR, Marketing and business operations.
The role will be responsible for ensuring payment requests are properly supported, accurately verified, approved and processed in accordance with company policies. The ideal candidate should have a good understanding of Helios, strong analytical and reconciliation skills, and the ability to work closely with Finance, HR, Marketing and Operations teams.
This role also requires strong English and Chinese communication skills, with the ability to confidently present payment analysis, reports and operational updates to management and stakeholders.
Key Responsibilities
1. Payment Verification & Processing
- Review and verify payment requests, invoices, receipts, contracts and supporting documents.
- Ensure all payments have the appropriate approvals and comply with company policies and procedures.
- Validate payment details including beneficiary information, payment amount, currency and supporting documentation.
- Identify discrepancies, duplicate payments, incomplete information or unusual payment requests and follow up accordingly.
- Coordinate with relevant departments to resolve payment issues and ensure timely processing.
- Maintain accurate records and documentation for all payment transactions.
2. HR & Employee-Related Payments
- Support verification and processing of HR-related payments, including employee claims, allowances, recruitment expenses, employee benefits and other HR operational expenses.
- Work closely with HR to ensure payment requests are complete, accurate and properly approved.
- Support reconciliation of HR-related payment records against budgets and supporting documents.
- Assist in identifying payment discrepancies and improving the overall HR payment workflow.
3. Marketing Payment Operations
- Verify Marketing-related payments, including agency fees, media expenses, campaign costs, vendor invoices and other marketing expenditures.
- Check payment requests against approved budgets, contracts, quotations and campaign arrangements.
- Work with Marketing and Finance to clarify discrepancies and ensure proper documentation.
- Monitor payment status and provide regular updates to relevant stakeholders.
4. Helios & System Operations
- Manage and process relevant payment and expense workflows through Helios.
- Ensure payment information entered into the system is accurate and complete.
- Monitor pending, rejected and completed payment requests and follow up on outstanding items.
- Support system/process improvements to increase payment accuracy and operational efficiency.
- Identify opportunities for automation and workflow optimization.
5. Reconciliation & Reporting
- Conduct regular payment records and supporting documents.
- Prepare payment status reports, exception reports and reconciliation reports.
- Analyse payment data to identify trends, discrepancies and operational issues.
- Present key findings and payment updates to management and relevant stakeholders.
- Support monthly reporting and Finance/HR/Marketing operational reviews.
6. Internal Control & Compliance
- Ensure payment activities follow internal approval processes and company policies.
- Maintain proper audit trails and documentation.
- Escalate unusual, high-risk or non-compliant payment requests to the appropriate stakeholders.
- Support internal and external audit requirements when necessary.
- Maintain confidentiality of financial, employee and business information.
7. Cross-Functional Collaboration
- Work closely with Finance, HR, Marketing, Operations and other business teams to ensure smooth payment operations.
- Act as a key point of contact for payment-related queries.
- Communicate payment requirements and issues clearly to non-finance stakeholders.
- Support the development and standardisation of payment processes across departments.
Requirements
Experience
- Diploma or Bachelor's Degree in Finance, Accounting, Business Administration, Finance Operations or a related discipline.
- 2 years of relevant experience in Finance Operations, Accounts Payable, Payment Operations, Payment Verification or similar roles in fintech industry.
- Experience handling HR and/or Marketing payments is highly preferred.
- Experience with Helios or similar payment/expense management systems is an advantage.
- Experience in a fast-paced, regional or multinational environment is preferred.
- Strong understanding of payment verification and financial controls.
- Good knowledge of invoice and expense verification processes.
- Experience with process improvement or automation is an advantage.
- Fluent in English and Chinese, both written and spoken.
- Confident presentation skills and able to present payment reports, analysis, discrepancies and recommendations to management.
- Able to explain financial and payment-related information clearly to both Finance and non-Finance stakeholders.
