Admin and Finance Executive

Responsibilities:

• Manage and handle the evaluation, selection, and negotiation with vendors to secure cost-effective terms, mitigate supply risks, and align procurement with business goals
• Automate the procurement cycle (e.g. from RFQs to purchase orders) to eliminate manual bottlenecks and ensure a smooth supply of office and operational materials
• Serve as the primary point of contact and manage day-to-day office operations, including procurement of office supplies, IT hardware, vendor management, contract renewals, and facility coordination
• Continuously improve company processes and workflows to boost overall operational efficiency and ensure cross-departmental operations run smoothly
• Leverage AI-powered scheduling and transcription assistants to manage meetings, draft correspondence, and summarise meeting minutes
• Maintain proper physical and digital filing records, ensuring all administrative documents are safely archived
• Manage full-cycle Accounts Payable (AP) and Accounts Receivable (AR) processes, and assist with bank reconciliations and payroll processing
• Assist with the preparation of monthly financial reports and coordinate with external auditors to maintain proper documentation in compliance with accounting standards
• Utilise AI-integrated finance tools (e.g., Microsoft Copilot, Xero AI, or advanced ERP systems) to automate data entry, flag anomalies, and generate predictive cash flow forecasts

Requirements:

• Diploma in Accountancy or Business Administration
• Minimum 3 years of blended experience in accounting, office administration, or a similar support function
• Proficiency in Microsoft Excel and familiar with accounting software (e.g. Xero, QuickBooks)
• Familiar with AI-integrated administrative and financial tools to optimize daily work
• Meticulous attention to detail and strong organizational skills

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EA Licence No.: 24C2507