Accounts & Admin Coordinator

YOGA MOVEMENT PTE. LTD.; Singapore; On-site; SGD 100,000 - 125,000; Full time

Job summary

A leading fitness organization is seeking an Accounts and Admin Coordinator based in Singapore to manage accounts payable and receivable while ensuring smooth administrative operations. The ideal candidate will oversee financial processes using XERO, support monthly closures and audits, and maintain accurate financial records. Strong bookkeeping and organizational skills are essential, alongside proficiency in Microsoft Office and accounting software. This role will contribute significantly to the financial health and operational efficiency of the organization.

Qualifications

• Strong understanding of bookkeeping procedures.
• Basic accountancy knowledge is essential.
• Proficient in Microsoft Office and accounting software such as XERO.

Responsibilities

• Oversee accounts payable and receivable.
• Manage cash flow and master lease files.
• Collaborate with Business Admin Manager for audits.

Skills

Bookkeeping procedures

Basic accountancy knowledge

Database management

Problem-solving skills

Attention to detail

Organisational skills

Communication skills

Microsoft Office proficiency

XERO experience

Job description

The Job In A Nutshell:

The Accounts and Admin Coordinator will be an employee of Move Repeat Pte. LTD and will oversee all the entities under this holding company across all markets.

This role will cover the 2 subsidiaries:

• Yoga Movement Pte LTD
• Yoga Movement HK Limited. (Yoga Movement Holdings Pte Ltd)

The Accounts and Admin Coordinator will oversee the accounts payable, accounts receivable and administration needs.

The Accounts and Admin Coordinator will be responsible for processing accounts payable and managing weekly invoice payments through XERO. They will update and maintain cashflow and master lease files, and handle accounts receivable for invoices issued on XERO. The role also involves liaising with the Operations team for stock counts and reporting, maintaining the fixed asset listing, tracking office expenditures, and performing various ad hoc administrative tasks. Additionally, the coordinator will assist the Business Admin Manager with monthly account closures and year-end audit preparations where necessary.

Main Responsibilities

1. Accounts Payable & Receivable (50%)

The Accounts and Admin Coordinator will be responsible for delivering essential administrative and clerical support to the organization, focusing on managing payments and controlling expenses. This role involves ensuring that invoices are paid on time and that all related paperwork, coding, and approvals are handled with precision. Key duties include setting up and managing monthly rental payments and lease renewals, processing transactions on XERO—including GIROs—and maintaining the electronic invoice portal on XERO. The coordinator will also perform GL vs. SL reconciliation of payable accounts, manage Accounts Payable Aging schedules, and update master files to track supplier expenditures, particularly for the Master lease and lease renewals. Additionally, the role encompasses handling change of use applications for new locations, processing refunds with appropriate approvals, ensuring timely royalty payments supported by documentation from the Business Admin Manager, and managing payments for Withholding Tax. The coordinator will oversee petty cash management and reconciliation for the café, set up bank access and credit cards for the team, and ensure that any rejected salaries are reported to the Business Admin Manager by the end of each month.

The Accounts and Admin Coordinator will be instrumental in managing accounts receivable, providing critical support to the Business Operations Managers (BOMs) and ensuring accurate billing for client services. This role involves processing, verifying, and posting receipts for services rendered on XERO, as well as collaborating with third-party booking systems to finalise payments through monthly reconciliations. The coordinator will address and resolve third-party payment issues, manage credit control, and handle unpaid invoices while maintaining the electronic invoice portal on XERO. Responsibilities also include performing GL vs. PL reconciliation of receivable accounts, managing Accounts Receivable Aging schedules, and consolidating payments via payment gateways. The coordinator will follow up on all deposits on a weekly basis and assist with grant research and availability, ensuring a seamless and efficient process for receivables and supporting the operations team throughout these tasks.

1. Update cashflow weekly for all entities.
2. Ensure client refunds are proceed with 48hours from approval.
3. Ensure payments are released for Rentals on working day 1 of the month.
4. All payments to be proceed weekly for sign off by Manager.
5. Clear Aged creditors and debtors (including 3rd party) monthly.

2. Reporting (20%)

The Accounts and Admin Coordinator will support the Business Admin Manager in finalising key financial information for end-of-month reporting across all studio locations. Responsibilities include the timely submission of accounts payable (AP) and accounts receivable (AR) documentation to accountants, verifying AP and AR transactions on the bank account, and managing collection and payment activities through monthly follow-up inquiries.

The coordinator will reconcile and record credit card and petty cash transactions on XERO, handle additional reporting and analysis as requested by the operations or finance team, and manage member accounts by addressing client refunds, events, and queries. They will also oversee utilities billing and payments, provide recommendations for improving systems and processes, participate in in-studio operational shifts for hands‑on feedback and training, follow up on issues identified by managers, and assist with audit queries as needed.

1. Finalising all month end reporting to the outsourced accounting team before the deadline date. This includes but is not limited to AP, AR, stock, petty cash and credit card.
2. Update and finalise master lease weekly and all new projects across the group.

3. Office Admin (30%)

The Accounts and Admin Coordinator will ensure the smooth operation of office functions by overseeing general office management and administering various corporate and government access passes, such as Corp pass, MOM, and MOH. They will manage correspondence, design filing systems, and oversee clerical functions while being responsible for all original share certificates kept at the head office. The role includes managing incoming mail, ordering stationery, IT equipment, and office supplies, and handling other procurement needs for the office and studios. Additionally, the coordinator will develop documentation for new studio administrative requirements, liaise with HR to set up office equipment for new hires, and conduct asset verification exercises biannually. They will assist the Growth Team with administrative queries, provide additional support as needed, liaise with banks and other partners, and organise office and Finance & Administration department meetings and gatherings.

The Accounts and Admin Coordinator will work closely with the Finance Coordinator and manage the Office and Admin needs as requested by the Finance Coordinator.

It may be a requirement of the coordinator to support the business across other functions. The scope can also change as we approach new markets and pick up new initiatives. This role is also encouraged to:

• Dabble in and support the Finance Department as and when needed
• Provide feedback around studio operations and upkeep, service quality and teaching quality.
• Engage with MR team and clients on a regular basis and truly integrated into the organization.
• Participate in trainings and brand events whenever required to
• Any other business as assigned by the Finance Manager or Directors.

1. Completing the Asset verification exercise biannually (April & October)
2. Manage stock for office (equipment, stationery and supplies) ensuring HQ is fully stocked at all times.

Skills You'll Need:

• Strong understanding of bookkeeping procedures
• Basic accountancy knowledge
• Ability to maintain strict confidentiality
• Proficient in database management
• Effective problem-solving skills
• Exceptional attention to detail and accuracy
• Excellent organisational and time management abilities
• Outstanding collaboration and communication skills
• Proficient in Microsoft Office
• Practical experience with accounting software, such as XERO, is preferred