The Finance & Admin Executive supports the company in the main areas of Finance and Admin in addition to a few administrative HR tasks, with the aim to deliver complete and accurate

records, and provide a delightful service, guided by our company values.

Responsibilities

·        Provide support to ensure that the Finance, Admin & HR functions are running smoothly and properly taken care of with accuracy and completeness

·        Perform tasks to best ability, complying with company’s mission statements at all times

·        Be part of the service excellence team and provide best-in-class customer service through emails and other communication channels

STRATEGIC

Together with manager, develop & implement in a sustainable manner:

• Develop, improve and optimize back-end processes to improve productivity, efficiency, and accuracy
• Strategies for documenting, communicating and reviewing information, data, inventory, and policies
• Strategies for scouting/hiring and a comprehensive onboarding and offboarding process and programme

Together with manager, monitor, review & improve:

• the above strategies, plans, & programmes through proper and regular documentation

DAY-TO-DAY

• Implement & monitor the above strategies, plans, & programmes

Finance

• Recording & reconciling of daily back-of house POS and e-commerce receipts to bank receipts
• Preparing sales quotations, sales invoices, debit & credit notes; monitoring of sales collections
• Compiling and reconciling Accounts Receivables for completeness and collections
• Scanning of Finance documents eg. supplier’s invoices for uploading to accounting system and or for payment
• Recording & reconciling of Accounts Payables for completeness and payments
• Setting up payments of supplier’s invoices when due
• Reconciling bank payment & receipt transactions in bank statements
• Applying & monitoring of grants (eg. equipment purchase, job redesign, staff employment, operational processes etc) ensuring compliance of grant requirements & adhering to deadlines for grants
• Reconciling & maintaining fixed assets register to account for completeness
• Documenting and updating of company’s back-end processes and other SOP relating to Finance, Admin & HR

Admin

• Maintaining filing system (digital & hardcopy) for company’s documents
• Overseeing IT-related replacements such as printer, scanners, laminating machines etc.
• Checking sufficiency of stock for office stationery, water refreshment etc
• Overseeing the cleanliness of office and be the point of contact with cleaning service provider
• Assist in receiving delivery of goods

HR

• Updating & maintaining staff details (digital), upholding highest form of confidentiality
• Applying & monitoring training grants for staff sent for basic hygiene course and other courses
• Providing support for the hiring of staff (eg. job advertising, arranging interviews, sending out offer letters etc.)
• Assisting the onboarding of new staff (eg. onboarding the staff with company’s HR policies, co-ordinate with relevant department heads for commencement of staff etc)
• Ensuring the offboarding of staff (eg. ensuring offboarding checklist is completed with all the required offboarding procedures)
• Maintaining the HR
• records for the hiring, onboarding & offboarding procedures (for executive / supervisor staff)

• Any any other duties or tasks as reasonably assigned by the company.

We are looking for someone with

• strong work ethic, integrity & professionalism
• self-driven, good initiative & resourcefulness
• good analytical skills and with an eye for details
• savvy in adopting digital IT applications

Requirements & Qualifications

• Diploma or minimum 3 years work experience in Finance / Admin / HR
• Proficient with Microsoft Office and Google Suites