Finance Administrator
Summary
Handles day-to-day financial tasks like processing payments, tracking expenses, and managing invoices using ERP systems such as IFS and NetSuite for a maritime software company in Singapore.
🚢 Discover OneOcean:
OneOcean is a unified brand born from the integration of OneOcean and Ocean Technologies Group.
Owned by Lloyd’s Register, an organisation with more than 260 years of trust, integrity and leadership at sea, OneOcean combines the agility and ambition of a fast-moving innovator with the strength and stability of one of the world’s most trusted maritime institutions.
At the heart of OneOcean is a portfolio unlike any other in maritime. A comprehensive, integrated portfolio built on years of expertise, trusted by thousands of maritime professionals around the world.
🎯 Our Mission: Our mission is clear. In the race to zero emissions, our research, advisory and technical expertise and industry-firsts are supporting a safe, sustainable maritime energy transition. Today we are a leading provider of classification and compliance services to the marine and offshore industries, helping our clients design, construct and operate their assets to accepted levels of safety and environmental compliance.
🔍 Why Join OneOcean Crew?
- Legacy & Innovation: We were created more than 260 years ago as the world’s first marine classification society to improve and set standards for the safety of ships.
- Global Impact: Our digital solutions are relied upon by more than 30,000 vessels, following the acquisition of OneOcean in 2022 and Ocean Technologies Group in 2024.
- Product Offering: Covering five proven product areas - learning, fleet operations, compliance, voyage planning and performance management - supporting its customers from ship to shore, from training and people operations, to voyage compliance and optimisation.
🧭 Navigating the position: Finance Administrator
The Finance Administrator is responsible for supporting the day-to-day financial operations of the organisation by managing Accounts Receivable and Accounts Payable activities, maintaining accurate financial records, and ensuring timely processing of customer receipts, supplier payments, and employee expense claims. The role also provides administrative support for finance-related operations while collaborating closely with internal departments, customers, suppliers, and external service providers to ensure efficient and compliant financial processes.
The Finance Administrator is responsible for supporting the day-to-day financial operations of the organisation by managing Accounts Receivable and Accounts Payable activities, maintaining accurate financial records, and ensuring timely processing of customer receipts, supplier payments, and employee expense claims. The role also provides administrative support for finance-related operations while collaborating closely with internal departments, customers, suppliers, and external service providers to ensure efficient and compliant financial processes.
Accounts Receivable
- Prepare and issue Statements of Account (SOA) to customers on a timely basis.
- Monitor customer accounts and proactively follow up on outstanding invoices to ensure prompt collection of payments.
- Respond to customer enquiries relating to invoices, dispute, account balances, payment status, and Statements of Account.
- Support internal stakeholders by providing updates on invoice status, outstanding receivables, payment status, and customer account information, including off-managed vessels.
- Download daily bank statements and accurately record customer receipts and Payment in the IFS system.
- Liaise with customers to obtain missing or incomplete payment information for accurate receipt allocation.
- Review and release blocked customer.
- Process customer credit refunds in accordance with company policies and procedures.
Accounts Payable
- Coordinate with suppliers to ensure timely receipt of invoices and accurately record supplier invoices in the IFS system.
- Prepare monthly mobile phone billing reports for internal reporting purposes.
- Process supplier payments, including payment posting in IFS and preparation of bank payment transactions.
- Handle urgent and ad hoc supplier payment requests while ensuring compliance with internal approval procedures.
- Review, verify, and process local employee expense claims, ensuring:
- Submission by the monthly cut-off date (10th of each month).
- Supporting documents are complete and accurate.
- Claims are approved by the respective line manager prior to payment.
- Discrepancies are resolved with employees before processing.
- Review, verify, and process overseas employee expense claims following the monthly cut-off date (20th of each month), ensuring compliance with company policies and approval requirements.
- Download corporate credit card statements and distribute billing details to employees for expense submission.
- Review submitted expense reports against supporting credit card statements and process approved payments in IFS.
Finance Administration
- Maintain accurate records and inventory of company-issued mobile phones and SIM cards, including issuance, return, and asset tracking.
- Coordinate with Singtel and employees to resolve mobile service issues, including roaming services, SIM card replacement, and billing discrepancies.
- Manage the return and documentation of company laptops (where applicable).
- Preparation and submission of quarterly GST reports.
- Maintain organised financial records and supporting documentation in accordance with company policies and audit requirements.
- Perform other finance and administrative duties as assigned by the Finance Manager.
- Excellent organisational and documentation skills with strong attention to detail.
- Ability to work to deadlines, especially during month-end and year-end reporting cycles.
- Proficiency in Microsoft Office Suite (particularly Excel and Word) and strong familiarity with SharePoint.
- Experience with ERP systems (NetSuite preferred; IFS advantageous).
- Strong communication skills, with the ability to work effectively across teams and jurisdictions.
- Proactive mindset with willingness to learn, take ownership, and suggest improvements.
- Commitment to maintaining high standards of accuracy, control, and compliance.