Administrative Executive
Job Summary
We are seeking an Administrative Executive cum Accounts Assistant to provide essential administrative support and assist with daily accounting and finance functions. The role involves managing office supplies, handling document and file management, and coordinating with vendors and facilities. Additionally, it requires handling basic accounts payable and receivable transactions, data entry, and supporting financial closing activities.
Responsibilities
- Manage office administration and supplies
- Handle document and file management
- Coordinate with vendors and facilities
- Process accounts payable and receivable
- Support financial closing activities
Required Skills
- Diploma or Degree in relevant field
- 1-3 years experience in admin and accounting
- Proficient in Microsoft Office (Excel, Word)
- Familiarity with accounting software
Job Details
Position title: Administrative Executive
Working Days: 5 days
Working Timing: 9:00 am to 6:00 pm
Working Location: Telok Ayer Street
Key Responsibilities & Duties:
Administrative Duties (80% of job scope)
- Office Administration & Supplies Management: Manage and replenish office supplies, stationery, drinking water, printing materials, envelopes, name cards and other office necessities.
- Document & File Management: Handle the packing, storage, retrieval and return of physical files and documents, while maintaining accurate records and tracking in Excel.
- Vendor & Facilities Coordination: Liaise with external vendors for office equipment, air-conditioning servicing, internet services and other maintenance or operational matters.
- Administrative & Banking Support: Assist with season parking payments, SAL deposit slips, cashier orders, leave records and other administrative processes.
- General Administrative Support: Provide day-to-day administrative assistance to the Manager and support ad hoc duties as required, monitor office supplies inventory, coordinate procurement activities, and support HR administration.
Accounts & Finance Duties (20% of job scope)
- Process accounts payable and accounts receivable transactions.
- Prepare invoices, payment vouchers, official receipts, and purchase orders.
- Perform data entry and maintain accurate accounting records.
- Assist in bank reconciliations and petty cash management.
- Monitor payments and follow up on outstanding receivables.
- Support monthly, quarterly, and year-end financial closing activities and assist in preparing financial reports.
- Maintain proper filing of accounting documents and ensure compliance with company policies.
Qualifications and Requirements:
- Diploma or Bachelor's Degree in Accounting, Finance, Business Administration, or a related field.
- Minimum 1-3 years of experience in administration and accounting support roles.
- Proficient in Microsoft Office applications, especially Excel, Word, and Outlook.
- Familiarity with accounting software (e.g. Xero or similar).