Accounts & Admin Executive

Accounts & Admin Executive

Job Description

We are looking for a meticulous and responsible Accounts & Admin Executive to support our accounting, costing, administrative and attendance-related functions. The successful candidate will work closely with management, suppliers, customers, supervisors and the bookkeeper to ensure accurate and timely financial and operational records.

Key Responsibilities

1. Costing & Analysis

• Prepare cost estimates and budgets for cleaning services, including labour, equipment and materials.
• Monitor and analyse costs, identify inefficiencies and support cost-control measures.
• Prepare costing and financial performance reports for management.
• Monitor resource utilisation to minimise wastage and improve cost efficiency.

2. Accounts Receivable & Collection

• Prepare and issue invoices and supporting documents to customers accurately and on time.
• Review sales invoices for accuracy and completeness.
• Monitor customer accounts and follow up on outstanding payments according to agreed payment terms.

3. Accounts Payable & Payments

• Process supplier invoices, including obtaining approvals, performing 3-way matching and ensuring proper expense coding.
• Maintain proper filing and documentation of accounting records.
• Process petty cash claims and supporting documents.

4. Accounting Documentation

• Prepare and organise sales, purchase and payment documents for the bookkeeper.
• Maintain proper records of invoices, credit notes, payment vouchers, POs, Posting Reference, quotations, GIRO payment records, bank statements and other relevant documents.

5. Attendance Verification

• Check daily attendance records submitted by supervisors for all jobsites.
• Verify that attendance records are accurate and tally with the payroll system.
• Follow up with supervisors on missing or inaccurate attendance records.

6. Other Duties

• Assist with other ad-hoc accounting, administrative and operational duties as assigned by Management.

Job Requirements

• Diploma in Accounting, Finance or a related field.
• Minimum 2 years of relevant accounting or administrative experience.
• Proficient in Microsoft Excel.
• Meticulous and detail-oriented, with a strong focus on accuracy.
• Good organisational and time-management skills.
• Able to work independently with minimal supervision and as part of a team.
• Able to work under pressure and meet deadlines.