Accounts Office Administrator

Key responsibilities Accounts and finance - Manage accounts payable and accounts receivable, including invoice preparation, payment processing and collection follow-ups. - Record and categorise financial transactions accurately in the accounting system, Xero. - Perform monthly bank and payment-platform reconciliations with our freelance accountant asssistance. - Maintain complete supporting documents for purchases, expenses, payments and receipts. - Process employee expense claims and verify that submissions comply with company policies via our HRMS. - Monitor cash balances, outstanding receivables and upcoming payment obligations. - Liaise with customers and vendors on invoices, payments and account-related enquiries. - Coordinate with the company’s external accountant, auditor, tax agent and corporate secretary in Singapore and Malaysia. - Support month-end and year-end closing activities. - Assist with GST submissions, audits and statutory reporting where applicable from 2027 onwards. - Maintain proper digital filing and retention of financial records. Payroll and HR administration - Coordinate monthly payroll inputs, including leave, claims, commissions or other adjustments. - Maintain accurate employee records, leave information and administrative documentation. - Support onboarding and offboarding activities, including document collection, equipment coordination and account administration. - Support with key contract signing and company documents with shareholders. - Comply with Singapore and Malaysia accounting and labour laws with SME consultation. Office administration - Manage office supplies and equipment. - Coordinate with service providers e.g. cleaning. - Maintain organised physical and digital filing systems. - Support meeting, event and training logistics where required. - Assist management with scheduling, document preparation and ad hoc administrative tasks. - Identify opportunities to simplify or automate recurring finance and administrative processes using AI tools. Requirements - Diploma, degree or professional qualification in Accounting, Finance, Business Administration or a related discipline. - 4–7 years of relevant experience in accounts, finance administration or office administration. - Practical experience managing accounts payable, accounts receivable, invoicing and finance operations. - Working knowledge of Singapore (and Malaysia) accounting and business-administration practices. - Proficiency in Microsoft Excel or Google Sheets. - Experience with accounting software such as Xero or a comparable platform. - Strong attention to detail and a consistent record of meeting deadlines. - Good written and verbal communication skills. - Able to work independently, prioritise competing requests and follow through on tasks. - High level of integrity and discretion when handling financial and employee information. - Comfortable working in a lean environment where responsibilities may evolve. Preferred attributes - Experience supporting a small or medium-sized enterprise. - Familiarity with payroll, CPF, GST and audit-support processes. - Experience working with external accountants and corporate-service providers. - Confidence in improving workflows using spreadsheets, cloud applications and automation tools. - Service-oriented, resourceful and willing to help beyond a narrowly defined job scope. Insurance and Benefits - $250 WFH budget (one-time) - Insurance and Medical subsidy - Annual $500 Mental Health Subsidy for Therapy and Coaching (or Dental) - Annual $1500 learning and self-development subsidy - Quarterly Team Day offsite retreat - Work from home at least two days a week - Free access to any short courses by CuriousCore and learning partners - Work in a newly renovated office in Woodlands - 14 days paid annual leave - 4 days paid self-care leave a year - Discretionary 13th month annual bonus - Individual KPI and Company Revenue bonus - Paid parental leave for Singaporeans & Singapore PRs - A company work laptop will also be provided for your use