Finance & Executive Operations Specialist

Job Overview

We are seeking an agile, highly organized, and detail-oriented Finance & Executive Operations Specialist. This multifaceted role primarily drives commercial project billing and fulfillment operations (45%) and core accounting functions (40%), complemented by light executive support to the Company Director (15%).

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Key Responsibilities

1.Commercial Project Operations & Invoicing (45% — Core Focus)

• Project Milestone Billing: Generate and issue customer sales invoices, credit notes, and progress billings in strict alignment with project contracts and delivery milestones.

• Fulfillment & Document Matching: Cross-verify purchase orders (POs), vendor bills, delivery orders (DOs), and project sign-off sheets to ensure 100% accuracy prior to billing.

• AR Management & Collections: Monitor accounts receivable aging, issue monthly statements of accounts (SOA), and liaise actively with clients on prompt payment collection.

• KYC & Onboarding Support: Assist in compiling compliance documentation packs for bank periodic reviews, vendor onboarding, and customer credit checks.

2. Core Financial Duties & Bookkeeping (40% — Core Focus)

• Day-to-day AP/AR: Process daily accounts payable and receivable entries, execute supplier disbursements, and verify employee expense claims.

• Bank Reconciliation: Perform regular multi-currency bank reconciliations and maintain accurate transaction watermarks and cash tracking.

• Audit & Tax Liaison: Coordinate with external corporate secretaries, auditors, and tax agents for quarterly GST filings and annual financial audits.

• Financial Archiving: Maintain rigorous records of commercial contracts, payment vouchers, bank slips, and tax invoices.

3.Director Executive Support (PA) (15% — Secondary)

• Executive Coordination: Provide calendar and meeting scheduling assistance, and arrange corporate travel itineraries (flights, hotels) for the Director.

• Claims Handling: Collate and submit the Director’s business receipts and confidential expense claims.

• Ad-hoc Administration: Follow up on cross-departmental task reminders and handle basic executive errands with strict confidentiality.

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Requirements & Qualifications

• Education: Diploma or Degree in Accountancy, Finance, Business Administration, or related disciplines.

• Experience: 2–5 years of relevant hands-on experience in SME accounting, billing/operations, or commercial administration.

• Skills: Proficient in MS Excel (VLOOKUP, Pivot Tables); hands-on familiarity with SME accounting systems (e.g., Jaz, Xero, QuickBooks, Financio) is an asset.

• Languages: Professional written and spoken proficiency in English and Mandarin (to liaise with regional clients and overseas vendor teams).

• Key Traits: High integrity and discretion, strong numerical precision, and proactive organizational skills.

Eligibility:

Singapore Citizen or Permanent Resident (PR) only (No work pass quota)