Accounts & Operations Administrator

About the role

We are a small equipment repair and refurbishment business looking for an organised, dependable Accounts & Operations Administrator.

You will own daily bookkeeping, administrative coordination, and import/export permit processing and recordkeeping. Working closely with the business owner and two technicians, you will keep financial records current and ensure jobs, payments, and shipments move smoothly.

Key responsibilities

Accounts and bookkeeping

Maintain accurate daily records of sales, purchases, receipts, and expenses.

Issue customer invoices and credit notes, and record incoming payments.

Track outstanding invoices and follow up with customers for payment.

Check supplier invoices against purchase orders and supporting documents.

Prepare supplier payment schedules for the owner’s approval.

Reconcile bank transactions and investigate discrepancies.

Maintain organised financial records and supporting documents.

Prepare payroll information and assist with payroll administration.

Prepare records for GST reporting and month-end closing, working with the owner and external accountant.

Import, export, and shipping administration

Prepare and submit import and export permit declarations through the company’s authorised TradeNet arrangements.

Check shipment details, commercial invoices, packing lists, and supporting documents for accuracy.

Coordinate with suppliers, freight forwarders, and transport providers to arrange clearance and delivery to our warehouse.

Arrange outbound collections and export shipments.

Confirm delivery schedules with the technicians and follow up on delays or discrepancies.

Maintain a complete, organised register of import and export permits, linked to the relevant shipment and purchase or sales records.

File permits and supporting documents so they are readily available for accounting, reconciliation, and audit purposes.

Flag declaration errors, missing documents, or unfamiliar requirements promptly.

Operations coordination

Maintain the job tracker, including job status, customer approvals, parts availability, and dispatch readiness.

Follow up on outstanding documents, approvals, and delivery arrangements.

Prepare purchase orders based on the owner’s approved procurement instructions.

Coordinate receiving and dispatch with the technicians.

Check that reports, shipping documents, and payment requirements are complete before dispatch.

Maintain clear filing systems and improve recurring administrative processes.

What we are looking for

Hands-on experience in daily bookkeeping, accounts administration, or a similar role.

Experience declaring Singapore import/export permits through TradeNet.

Experience arranging inbound deliveries to a warehouse and coordinating outbound shipments.

Strong

We are an I.T Asset Trading Company trading in excess of 3000-5000 units of used laptops each month.