ACCOUNT EXECUTIVE

A. Daily Accounting & Bookkeeping

Maintain accurate and up-to-date accounting records in Xero.

Record all daily financial transactions, including receipts, payments, invoices, expenses and journal entries.

Ensure all transactions are supported by proper invoices, receipts and relevant documents.

Maintain proper filing and documentation of accounting records.

Monitor the company's cash flow and outstanding payments and receipts.

B. Accounts Payable (AP)

Process and verify supplier and subcontractor invoices.

Check invoices against purchase orders, delivery orders, work orders or project records where applicable.

Ensure invoices are correctly coded to the relevant expense accounts and construction projects.

Prepare payment schedules and payment vouchers for management approval.

Monitor outstanding supplier and subcontractor payments.

Reconcile supplier statements and resolve discrepancies.

C. Accounts Receivable (AR)

Prepare and issue customer invoices, progress claims and other billing documents.

Follow up on outstanding customer payments and overdue accounts.

Monitor project billing and payment collection.

Maintain accurate records of customer receipts and outstanding balances.

Reconcile customer statements and resolve billing discrepancies.

D. Bank & Cash Reconciliation

Perform regular bank reconciliations in Xero.

Verify incoming and outgoing bank transactions against accounting records.

Reconcile company credit card transactions, petty cash and other payment accounts, where applicable.

Investigate and resolve unreconciled transactions promptly.

Prepare regular cash flow updates for management.

E. Construction Project Accounting

Track project income, direct costs and expenses by project.

Monitor subcontractor costs, material purchases, equipment rental, transport and other project-related expenses.

Ensure project expenses are allocated to the correct project and cost category.

Assist management in preparing project cost reports and comparing actual costs against budgets.

Monitor project billing, progress claims, retention sums and outstanding payments, where applicable.

Highlight unusual cost variances, unrecorded expenses and potential cash flow issues.

F. GST & Tax Support

Ensure transactions are recorded with the correct GST tax codes.

Prepare supporting schedules and documents for quarterly GST returns.

Assist with GST reconciliation and submission through the company's approved process.

Coordinate with external accountants, tax agents or auditors on GST, corporate tax and accounting matters.

Ensure accounting records comply with applicable Singapore accounting and tax requirements.

G. Month-End & Financial Reporting

Perform monthly bank, supplier and customer reconciliations.

Review accounts payable, accounts receivable and outstanding balances.

Assist in preparing monthly profit and loss statements, balance sheets and cash flow reports.

Review expenses and identify unusual or duplicate transactions.

Assist with month-end closing and year-end audit preparation.

Ensure accounting records are properly maintained and ready for management review.

H. Xero Accounting System

Manage day-to-day accounting transactions using Xero.

Maintain the chart of accounts and ensure proper account coding.

Use Xero bank feeds, invoice processing, bills, payments and reconciliation functions.

Maintain accurate customer and supplier records.

Generate accounting reports for management.

Identify and resolve discrepancies in the accounting system.

I. Coordination & Internal Controls

Work closely with the existing HR/Admin personnel to obtain relevant invoices, claims, payroll summaries and supporting documents.

Ensure financial documents are submitted promptly for accounting purposes.

Maintain confidentiality of financial information.

Ensure payments are supported by appropriate documents and approved by authorised personnel.

Report unusual transactions, missing documents and potential financial irregularities to management.

Job Requirements

Diploma or relevant qualification in Accounting, Finance or a related field.

At least 2–3 years of relevant accounting experience.

Hands-on experience using Xero is essential.

Good knowledge of bookkeeping, accounts payable, accounts receivable and bank reconciliation.

Familiarity with Singapore GST requirements and accounting practices.

Construction industry accounting experience is preferred.

Experience handling supplier invoices, subcontractor payments, progress claims and project cost tracking is an advantage.

Proficient in Microsoft Excel and general office software.

Meticulous, organised, responsible and able to work independently.

Good communication and coordination skills.

4. Key Performance Expectations

All accounting transactions are recorded accurately and promptly.

Bank reconciliations are completed monthly, with discrepancies investigated.

Supplier invoices and customer receipts are properly recorded and tracked.

Outstanding payables and receivables are monitored regularly.

Monthly accounts and project cost reports are prepared on time.

GST records and supporting documents are complete and accurate.

Accounting documents are properly filed and readily available for review.

Management receives timely updates on cash flow, overdue accounts and significant cost variances.

5. Scope of Authority

The Accounts Executive is responsible for recording, checking, reconciling and reporting accounting transactions.

All payments must be supported by appropriate documents and approved by authorised management personnel.

The Accounts Executive must not independently approve their own payments or alter approved payment arrangements without authorisation.

Major accounting adjustments, unusual transactions and financial discrepancies must be referred to management.