Accounts & Administrative Executive (Remote)

About the Role

We are looking for an experienced Accounts & Administrative Executive to manage invoicing, accounts administration, inventory records, and day-to-day commercial operations for a regional medical device business.

The ideal candidate should have hands-on experience with accounting software such as AutoCount, Xero, or Tally, along with inventory management systems. The candidate must be detail-oriented, organised, proficient in written communication, and capable of working independently in a remote environment while coordinating with teams across different countries.

Key Responsibilities

1. Invoicing & Accounts Administration

• Prepare and issue customer invoices, credit notes, debit notes, and supporting documents.
• Verify invoices against approved quotations, sales orders, purchase orders, delivery documents, pricing, taxes, and payment terms.
• Record customer receipts, supplier invoices, expenses, and other approved transactions in the accounting system.
• Maintain accurate and organised records of invoices, receipts, payments, statements, and supporting documents.
• Assist with accounts payable (AP) and accounts receivable (AR) tracking.
• Follow up on outstanding customer payments and pending supplier documents.
• Support bank, customer, supplier, and ledger reconciliations.
• Prepare periodic invoicing, collection, payment, and outstanding-balance reports for management.

2. Accounting Software & Record Management

• Enter, update, and verify transactions using AutoCount, Xero, Tally, or similar accounting software.
• Maintain accurate customer, supplier, product, tax, and chart-of-accounts records.
• Generate invoices, statements, ageing reports, transaction listings, and other routine reports.
• Identify data discrepancies and coordinate corrections with the relevant teams.
• Ensure accounting entries are accurate, properly documented, and updated within defined timelines.

3. Inventory Maintenance

• Maintain accurate inventory records using inventory management software or ERP systems.
• Record stock receipts, issues, transfers, returns, adjustments, loan units, and damaged or expired items.
• Ensure inventory movements are supported by purchase orders, delivery orders, invoices, and other required documentation.
• Monitor stock levels, serial numbers, batch numbers, expiry dates, and product locations, where applicable.
• Reconcile system stock with warehouse or physical stock records and investigate discrepancies.
• Prepare inventory movement, ageing, low-stock, and reconciliation reports.
• Coordinate with sales, purchasing, warehouse, logistics, and accounts teams to keep inventory records up to date.

4. Purchase & Sales Documentation

• Prepare and maintain customer sales orders, supplier purchase orders, delivery documents, and related commercial records.
• Verify documentation against approved prices, quantities, product codes, and payment terms.
• Coordinate with customers and suppliers regarding invoices, statements, delivery documentation, and account-related queries.
• Track pending documents and follow up until transactions are completed and properly filed.

5. General Administration & Reporting

• Maintain organised digital records for accounts, inventory, customers, suppliers, purchases, and sales.
• Update Excel trackers, shared folders, accounting records, and internal systems accurately and on time.
• Prepare weekly and monthly administrative, invoicing, accounts, and inventory reports.
• Assist with documentation for audits, tax filings, management reviews, and month-end financial closing.
• Maintain confidentiality of company, customer, supplier, and financial information.

6. Remote Work & Communication

• Work independently with minimal supervision and remain available during agreed working hours aligned with Singapore time.
• Attend virtual meetings and provide clear updates on invoices, payments, inventory, documentation, and pending tasks.
• Communicate professionally with customers, suppliers, and internal teams across different countries.
• Escalate discrepancies, overdue items, missing documents, and system-related issues promptly.

Desired Candidate Profile

• Hands-on experience in accounts administration, invoicing, and commercial documentation.
• Proficiency in AutoCount, Xero, Tally, or similar accounting software.
• Working knowledge of inventory management systems or ERP platforms.
• Good command of written communication and professional email correspondence.
• Strong MS Excel skills and the ability to maintain accurate reports and trackers.
• Excellent organisational, follow-up, reconciliation, and problem-solving skills.
• Ability to manage multiple tasks independently in a remote work environment.
• High attention to detail and a strong sense of confidentiality.

Preferred Experience

• Experience with inventory involving serial numbers, batch numbers, expiry dates, or multiple storage locations.
• Familiarity with GST/VAT documentation, audit support, month-end closing, and management reporting.
• Prior experience with medical device distributors, healthcare companies, equipment suppliers, or trading businesses.
• Experience supporting regional or international teams remotely.
• Exposure to cross-border transactions and Southeast Asian business operations.

Key Competencies

• Accuracy and attention to detail
• Accounting software proficiency
• Inventory control and reconciliation
• Payment and documentation follow-up
• Organisation and time management
• Confidentiality and integrity
• Problem-solving and discrepancy resolution
• Independent working and remote-work discipline

Work Setup & Benefits

• Fully remote position based in India.
• Full-time accounts and administrative support role.
• Working hours aligned with Singapore Standard Time (SGT, UTC+8).
• Opportunity to work with a Singapore-headquartered regional healthcare business.
• Exposure to international suppliers and Southeast Asian operations.
• Salary negotiable based on relevant experience, software proficiency, communication skills, and overall suitability.