Administrative and Accounts Clerk

The Administrative and Accounts Clerk plays a crucial role in ensuring the smooth day-to-day operations of the company's financial processes. He/She reports to the Finance Director.

Main Objectives

1. Accurate and Timely Invoicing

• Ensure all invoices are correctly processed, checked, and issued in QuickBooks within the required timeframe.

• Minimize errors in invoicing to prevent discrepancies and delays in payments.

2. Efficient Accounts Payable & Receivable Management

• Maintain an accurate and up-to-date suppliers' ageing report on a weekly basis.

• Ensure timely processing of payments to suppliers while optimizing cash flow.

• Follow up on outstanding receivables to reduce overdue balances and ensure timely payments from clients.

• Accurately process receipts for client payments and update financial records accordingly.

• Ensure all payments are recorded and reconciled to avoid discrepancies.

3. Accurate Financial Record-Keeping

• Maintain up-to-date and well-organized financial records to support financial reporting.

• Assist in the preparation of monthly, quarterly, and yearly financial reports as required.

4. Support to Accounting & Finance Team

• Provide clerical and administrative support to ensure the smooth operation of the accounting department.

• Assist the Finance Director with ad-hoc accounting tasks and reporting needs.

5. Compliance & Accuracy in Financial Transactions

• Ensure all transactions comply with company policies, accounting standards, and regulatory requirements.

• Regularly review and reconcile accounts to maintain accuracy and integrity in financial records.

6. Relation with Company Secretaries

• Relation with company secretaries of SPVs on all resolutions and administrative documents required.

7. General Administrative Duties

• Handle general administrative duties, relation with IT, classification of invoices, letters from administration, and all administrative documents.

8. Support to Human Resources Department

• Provide support to Human Resources Department with HRDC Refund process.

Key Responsibilities

1. Checking, Processing and Issuing invoices on QuickBook.

2. Prepare on a weekly basis the suppliers ageing.

3. Manage relation with company secretaries of SPVs on all resolutions and administrative documents required.

4. Receipts processing for payments received from clients.

5. Provide accounting and clerical support to the accounting department.

6. Keeping financial record up to date.

7. Management on administration task.

Requirements

• HSC or Diploma in related field

• Minimum 1–2 years’ experience in administration or finance

• Strong attention to detail and good communication skills

• Proficiency in Microsoft Excel and accounting software

• A positive attitude and willingness to learn

The candidate must deliver positive results and assume accountability for delivering tasks on an approved schedule and on budget to maintain value and protect profitability.