Accounts cum Admin Assistant

Job Description: Accounts cum Admin Assistant

Position Title

Accounts cum Admin Assistant

Reporting To

Senior Accounts Executive / Finance Manager

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Role Overview

The Accounts cum Admin Assistant supports the day-to-day finance operations and administrative functions of the Company. This role focuses on ensuring accurate transaction processing, proper documentation, and compliance with internal controls and SOPs.

The candidate will primarily support accounts payable, merchant reconciliation, and administrative tasks, ensuring smooth operations across outlets and head office.

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Key Responsibilities

1. Accounts Payable (AP)

• Process supplier invoices and ensure accurate recording in the accounting system
• Perform 3-way matching (invoice, DO, PO / GRN where applicable)
• Prepare payment vouchers with complete supporting documents
• Ensure all payments are approved in accordance with SOP
• Maintain supplier records and assist in resolving discrepancies

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2. Cash & Bank Reconciliation

• Assist in reconciliation of:

  • Bank accounts
  • Daily outlet collections

• Ensure all transactions are properly recorded and matched

• Highlight and follow up discrepancies in a timely manner

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3. Data Entry & Record Keeping

• Ensure accurate and timely data entry into accounting system
• Organise and maintain proper filing (physical and digital)
• Ensure all documents are complete and audit-ready

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4. Administrative Support

• Handle general administrative duties, including:

  • Office supplies and basic procurement
  • Document filing and record management
  • Coordination with outlets and internal departments

• Assist in preparation of simple reports and schedules

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5. SOP & Compliance

• Follow and support implementation of finance SOPs and internal controls
• Ensure proper documentation for all transactions
• Maintain discipline in approval and documentation processes

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6. Audit Support

• Assist in preparing documents and schedules for audit
• Ensure supporting documents are properly organized and accessible
• Follow up on audit requests

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Job Requirements:

·       At least 2 years of working experience in the F&B, retail, or hospitality industry is preferably for this position.

·       Proficiency in accounting software (e.g., SQL, AutoCount) and Microsoft Office Suite, particularly Excel (e.g., Pivot Tables, VLOOKUP). Familiarity with POS systems and their integration with financial reporting is an advantage.

·       Responsible, meticulous, analytical and possess a high sense of urgency to meet deadlines.

·       Possess mature personality, good communication skill and able to work with all levels of staff in the organization.

·       Self-starter, able to work independently, and willingness to learn.

·       Good communication and interpersonal skills.