Accounts Admin Executive
Job Summary
The Admin & Accounts Assistant provides essential administrative, accounting, and operational support to ensure efficient daily business activities. The role encompasses accounts payable/receivable management, payroll and HR documentation, and office coordination. Additionally, it involves supporting procurement processes and maintaining regulatory compliance within the organization.
Responsibilities
- Manage Accounts Payable and Receivable
- Process payroll and HR documentation
- Perform general office and document administration
- Provide procurement and project support
- Ensure regulatory and safety compliance
Required Skills
- Nitec/Diploma in Business or Accounting
- 1-3 years administrative experience
- Proficiency in Microsoft Office
- Experience with accounting software (QuickBooks/Infotech)
- Strong numerical and analytical skills
Job Details
### Job Purpose
The Admin & Accounts Assistant is responsible for providing administrative, accounting and operational support to ensure the smooth and efficient functioning of the company's daily activities. The role involves handling accounts, payroll support, documentation, procurement administration, HR administration, and coordination with clients, suppliers and employees.
### Key Responsibilities
**A. Accounts & Finance Administration**
- Accounts Payable: Verify supplier invoices against purchase orders, delivery orders and supporting documents; prepare payment schedules; maintain supplier accounts and resolve discrepancies.
- Accounts Receivable: Prepare quotations, invoices, credit notes and statements of accounts; follow up on outstanding payments; maintain customer records and cash flow records.
**B. Payroll & HR Administration**
- Payroll Support: Compile attendance records, verify overtime/allowances, and prepare payroll information.
- Employee Administration: Prepare employment contracts, maintain personal files, monitor work pass validity, and coordinate onboarding/offboarding.
- Leave Administration: Process leave applications, maintain records, and handle workers' home leave and dormitory matters.
**C. General Administration**
- Document Control: Manage filing systems for contracts and project documentation, ensuring proper version control.
- Correspondence: Handle calls and emails; draft letters and coordinate communications.
- Office Administration: Manage office supplies, coordinate maintenance, and arrange meetings.
**D. Procurement & Operational Support**
- Procurement Administration: Obtain quotations, prepare purchase orders, and monitor vendor deliveries.
- Project Support: Assist project managers with site documentation, reports, and tender submissions.
**E. Compliance & Corporate Administration**
- Regulatory Compliance: Maintain licences and permits; monitor expiry dates for insurance and statutory documents.
- Safety Administration: Maintain training records and assist in arranging safety courses and medical examinations.
### Qualifications
- Education: Minimum Nitec, Diploma or equivalent in Business Administration, Accounting or related field.
- Experience: 1–3 years of relevant experience preferred. Industry background in construction, engineering, or rail is an advantage.
- Technical Skills: Proficient in Microsoft Office (Excel, Word, Outlook); familiarity with accounting software (QuickBooks, Infotech).
- Personal Attributes: Organised, detail-oriented, strong communication, ability to work independently, multitasker, and reliable.