Accounts & Admin Executive

1. Core Responsibilities

The role is divided into three main pillars: Finance & Accounts Receivable, Payroll Administration, and General Office Administration.

1.1 Finance & Accounts Receivable (AR)

• Invoicing: Accurately prepare and issue client invoices, credit notes, and statements of account using Xero cloud accounting software, ensuring alignment with project milestones and surveyor reports.

• Credit Control: Proactively monitor the Accounts Receivable aging report. Follow up and chase outstanding payments from clients (contractors, developers, and private owners) via phone calls and emails with professionalism and firmness.

• Receipting: Record incoming payments in Xero and reconcile daily bank receipts to maintain an accurate cash flow position.

• Reporting: Provide weekly updates to management regarding overdue accounts and cash collection forecasts.

1.2 Payroll & HR Administration

• Payroll Processing: Prepare and process monthly payroll for both office staff and field surveyors, accounting for basic salary, overtime (if applicable), and allowances.

• Statutory Submissions: Ensure timely and accurate submission of monthly CPF contributions and facilitate annual IRAS Auto-Inclusion Scheme (AIS) reporting.

• MOM Compliance: Issue itemized payslips to all employees and ensure Key Employment Terms (KETs) are documented in compliance with Ministry of Manpower (MOM) and Employment Act regulations.

• Leave Management: Administer employee leave records (annual leave, medical leave) and handle basic HR documentation.

1.3 General Administration

• Frontline Support: Act as the first point of contact for the company. Answer incoming calls, address general client inquiries, and route technical questions to the appropriate land surveyors.

• Office Management: Oversee general office upkeep, procure pantry supplies, and manage stationery/equipment inventory.

• Document Control: Maintain an organized electronic and physical filing system for financial records, surveyor plans, and client contracts.

2. Qualifications & Requirements

• Education: Minimum GCE O Level, NITEC, or Diploma in Business Administration, Accounting, or a related field.

• Software Proficiency: Hands-on experience with Xero is highly preferred. Proficiency in Microsoft Office (Excel, Word) or Google Workspace.

• Regulatory Knowledge: Practical understanding of Singapore's Employment Act, CPF submission processes, and MOM compliance requirements.

• Experience: 1 to 3 years of relevant experience in a hybrid accounts and administrative role, preferably within an SME environment or the construction/surveying industry.

• Soft Skills: Strong interpersonal and communication skills (verbal and written) to effectively negotiate and chase client payments while maintaining positive business relationships. High level of integrity for handling sensitive payroll data.

3. Internal Controls & Segregation of Duties

As part of our SME financial safeguarding measures, please note that while this role is responsible for the preparation of payroll and AR documents, all final banking payouts, CPF deductions, and issuance of credit notes must be reviewed and authorized by the Managing Director.