Accounts cum Admin Executive

KEYDENCE SYSTEMS PTE. LTD.; Hong Kong; On-site; HKD 201,000 - 335,000; Full time

Job summary

KEYDENCE SYSTEMS PTE. LTD. in Hong Kong seeks an independent Accounts cum Admin Executive to support finance and office operations. You will own the full accounting cycle, process invoices, handle payments, and maintain orderly records while partnering with the Director and project teams.

You should have at least 3 years of hands-on experience with AP/AR in project-based environments, proficiency in ERP systems and MS Office, and excellent attention to detail in a fast-paced setting.

Qualifications

• Experience handling full set of accounts in ELV, M&E, construction, or project-based environments.
• Strong working knowledge of AP/AR processes.
• Excellent organizational and communication skills.

Responsibilities

• Handle full set of accounts and monthly closure.
• Issue invoices and monitor payments; manage aging.
• Process AP invoices, payments, and supplier reconciliations.
• Prepare GST/Tax filings and various management reports.

Skills

AP/AR processes

Vendor coordination

Financial reporting

Multitasking

Education

Diploma or Degree in Accountancy or Business Administration

Tools

ERP systems

Microsoft Office (Excel, SharePoint, Outlook)

Job description

About the Role:

We are a Electrical & ELV Systems contractor looking for a reliable and independent Accounts cum Admin Executive to join our team. This role is critical in supporting the company's operations, ensuring accurate financial records, timely processing of payments, and organized administration. You will work closely with the Director and Project Teams to manage finance and office matters with full ownership.

What You'll Do:

Accounts Receivable (AR):
Invoice Issuance: Generate and issue progress claims, tax invoices, and final accounts to clients based on project milestones.
Collection Tracking: Monitor incoming payments, follow up on overdue accounts, and maintain aging reports.
Credit Control: Work with project teams to ensure timely client billing and identify any potential collection issues.

Accounts Payable (AP):
Invoice Handling: Verify vendor invoices against PO/DO and ensure timely payment processing.
Payment Preparation: Prepare payments via online banking, cheques, or other modes with proper approval routing.
Reconciliation: Maintain accurate records and reconcile supplier statements monthly.
Filing: Organize and archive paid invoices and supporting documents systematically.

Administration Support:
Reports: Stock report, GST Report & Filing GST F5, Monthly Management Reports (Income statements , Balance Sheet, Trial balance).
Documentation: Prepare company letters, compile reports, and handle e-submissions (e.g., e-invoicing, MOM, IRAS).
Data Entry: Maintain ERP records, update staff databases, and file internal forms and documents.
Office Support: Order office supplies, liaise with vendors (e.g., IT, copier service), and support HR/admin tasks such as claims or payroll.
Compliance & Filing: Ensure compliance with audit requirements and handle regular filing (hardcopy and digital).

What We're Looking For:

Education: Diploma or Degree in Accountancy, Business Administration, or a related discipline
Experience: Minimum 3 years of relevant experience handling full set of accounts, ideally in ELV, M&E, construction, or other project-based environments
AP/AR Knowledge: Strong working knowledge of both accounts payable and receivable processes
Software Proficiency: Comfortable with ERP systems, Microsoft Office (especially Excel, SharePoint, Outlook)
Industry Familiarity: Prior experience with project billing formats, government portal invoicing (e.g., Vendors@Gov), and BQ-based invoicing will be an added advantage
Language Skills: Good command of English. Basic Mandarin is a plus for liaising with Chinese-speaking suppliers or subcontractors
Personal Qualities: Independent, detail-oriented, organized, proactive, and able to multitask in a fast-paced environment