Accounts & Operations Admin Executive

Private Advertiser; Johor Bahru; On-site; MYR 114,000 - 185,000; Full time

Job summary

Private Advertiser is seeking an Accounts & Operations Admin Executive in Singapore to support day-to-day bookkeeping, payroll administration, customer operations and general business admin.

You will handle invoices, track payments, reconcile accounts and assist with month-end processes while coordinating with internal teams. This role requires reliability, organisation and good communication with clients and staff.

Qualifications

• Basic bookkeeping experience
• Ability to manage invoices and payments
• Experience with payroll administration is a plus
• Familiarity with accounting software like Xero or QuickBooks

Responsibilities

• Handle basic bookkeeping and maintain accurate financial records
• Prepare and issue client invoices
• Track accounts receivable and follow up on outstanding payments
• Assist with accounts payable and payment tracking
• Perform bank and transaction reconciliations
• Organise receipts, invoices, expense claims and supporting documents
• Maintain records of company expenses and payments
• Support month-end account preparation and liaise with external accountant
• Flag discrepancies, overdue payments or unusual transactions to management
• Assist with simple financial reports and trackers
• Prepare and maintain monthly payroll information
• Track employee leave and attendance
• Maintain payroll and employee records
• Coordinate with employees on missing claims and deadlines
• Support customer operations and billing enquiries

Skills

Numbers

Detail-oriented

Organised

People skills

Professional communication

Excel / Google Sheets

Payroll knowledge

Reconciliation

Tools

Xero

QuickBooks

Job description

We’re looking for a reliable, organised and numbers-savvy Accounts & Operations Admin Executive to support our day-to-day accounts, payroll administration, customer operations and general business administration.

This is a role for someone who enjoys keeping things in order, is comfortable working with numbers, and is also good with people.

More importantly, we’d love someone who takes ownership, notices when something is missing, follows up without always needing to be reminded, and helps us keep the operational side of the business running smoothly.

No recruitment responsibilities are required for this role.

What You’ll Be Doing

Accounts & Finance Administration

• Handle basic bookkeeping and maintain accurate financial records
• Prepare and issue client invoices
• Track accounts receivable and follow up professionally on outstanding payments
• Assist with accounts payable and payment tracking
• Perform bank and transaction reconciliations
• Organise receipts, invoices, expense claims and supporting documents
• Maintain proper records of company expenses and payments
• Support month-end account preparation and liaise with our external accountant where required
• Flag discrepancies, overdue payments or unusual transactions to management
• Assist with simple financial reports and trackers

Payroll & People Administration

• Prepare and maintain monthly payroll information
• Track employee leave, attendance and relevant staff records
• Maintain accurate payroll, claims and employee administrative records
• Assist with CPF and routine payroll-related administration where required
• Coordinate with employees on missing claims, documents or administrative matters
• Keep track of relevant internal administrative deadlines

There is no recruitment scope for this position.

Customer & Business Operations

• Assist with day-to-day customer operational matters
• Coordinate customer requests, documentation, billing enquiries and administrative follow-ups
• Liaise with customers and internal team members to ensure operational matters are followed through promptly
• Track outstanding customer requests and necessary follow-up actions
• Escalate matters to the relevant team member when further attention is required
• Keep customer and operational records accurate and up to date
• Support smooth coordination between accounts, operations and the client-facing team

General Administration

• Maintain organised digital records and documentation
• Keep track of recurring payments, subscriptions, renewals and administrative deadlines
• Follow up internally and externally to ensure outstanding matters are closed
• Assist management with simple reports, trackers and operational information
• Proactively identify gaps, discrepancies or administrative issues before they become problems
• Support other reasonable finance and operational administrative matters when required

Who We’re Looking For

• You don’t need to be a full-fledged accountant, but you should be someone who is:
• Comfortable and confident working with numbers
• Detail-oriented and organised
• Good with people and able to communicate professionally
• Comfortable following up on payments and outstanding matters
• Responsible when handling confidential financial and employee information
• Able to work independently and manage recurring deadlines
• Proactive and observant, with the ability to spot when something doesn’t look right
• Comfortable using Excel or Google Sheets
• Familiar with accounting software such as Xero, QuickBooks or similar platforms, which would be an advantage
• Experienced in basic bookkeeping, accounts or finance administration, which would be preferred

The Kind of Person We’d Love

• We’re looking for someone dependable who likes numbers but is equally comfortable dealing with people.
• Someone who keeps an eye on the details, follows through, reminds the team when something needs attention and takes pride in keeping things organised.
• You should be comfortable switching between reconciling numbers, checking payroll information, following up on an invoice and helping to sort out a customer operational matter.
• If you’re the sort of person who spots something and thinks, I should probably get this sorted before it becomes an issue, you’ll probably fit in well here.

Working Arrangement

Work Week: 4 days per week
Employment Type: Full-time
Location: Singapore
Programme: Career Conversion Programme (CCP), subject to candidate and programme eligibility

This role provides exposure across bookkeeping, finance operations, payroll administration, customer operations and general business administration, with opportunities to build stronger digital accounting and operational capabilities as the company grows.