Accounts Cum Office Administrator

YI-KE INNOVATIONS PTE. LTD.; Singapore; On-site; SGD 28,000 - 39,000; Full time

Job summary

Yi-Ke Innovations Pte Ltd, a Singapore-based IT services and system integration company, seeks an Accounts Cum Office Administrator to support Procurement & BCA, Accounts Payable, and general office administration. The role requires organization, proactivity, and the ability to manage multiple responsibilities while coordinating with internal departments and external stakeholders.

The candidate should be detail-oriented, capable of handling ERP-related tasks, and able to work with various teams.

Qualifications

• Minimum 2 years of relevant experience in Accounts, Procurement, Office Administration or a similar role.
• Experience in Accounts Payable (AP) and invoice processing.
• Good proficiency in Microsoft Office, especially Excel and Word.
• Experience with ERP systems will be an advantage.

Responsibilities

• Accounts Payable/Finance Support: assist the Assistant Finance Manager, generate PVs, process supplier invoices and maintain supporting documents.
• Office Administration & Facilities: manage general office admin, pantry supplies, stationery, and coordination of maintenance with external vendors.
• Procurement & BCA Support: assist procurement documentation, track licences/workheads and coordinate with internal departments.

Skills

Attention to detail

Organizational skills

Communication

Multitasking

Tools

Microsoft Excel

ERP systems

Job description

About Us

Yi-Ke Innovations Pte Ltd is a Singapore-based IT services and system integration company founded in 2018.

The company specializes in data centre infrastructure, physical security systems, facility management software, IoT applications, and managed IT services.

Yi-Ke Innovations provides turnkey smart building and technology solutions for sectors such as government, commercial, healthcare, banking, and data centres, with a focus on innovation, scalability, and sustainable infrastructure solutions.

Job Summary

Weare seeking a responsible and detail-oriented Accounts Cum Office Administratorto provide support across Procurement & BCA, Accounts Payable, and generaloffice administration.

The ideal candidate should be organized, proactive,detail-oriented and capable of managing multiple responsibilities while workingeffectively with various internal departments and external stakeholders.

Key Responsibilities

Accounts Payable /Finance Support (30%)

• Provide support to the Assistant Finance Manager, primarily in Accounts Payable (AP) activities.
• Generate Payment Vouchers (PV) through the ERP system and ensure all supporting documents are properly attached.
• Process supplier invoices by verifying, filing and accurately entering invoice information into the ERP system.
• Check supplier invoices and supporting documents for completeness and accuracy.
• Follow up with Procurement and relevant departments on missing or incomplete invoice documentation.
• Assist with payment-related documentation and other AP administrative matters.
• Review project handover documents for completeness and accuracy before proper filing and record maintenance.
• Print and review project unbilled reports to facilitate project closure.
• Assist with project closing in the ERP system and follow up on system errors encountered during project closure.
• Liaise with the Purchasing and Project Management teams to resolve documentation or ERP-related issues.
• Maintain accurate finance and project-related documentation for audit and compliance purposes.
• Provide other finance-related administrative support as assigned by the Assistant Finance Manager.

Office Administration & Facilities (40%)

• Manage general office administrative matters and support the smooth day-to-day operation of the office.
• Manage office pantry supplies by monitoring stock levels and arranging replenishment.
• Maintain adequate office stationery and general office supplies.
• Coordinate the maintenance and servicing of printers, air-conditioning systems and other office equipment / facilities.
• Arrange preventive maintenance, servicing and repairs with external vendors when required.
• Liaise with vendors, contractors and external service providers on office maintenance and administrative matters.
• Assist with company / office licence applications and renewals.
• Assist with SME grant applications, including checking eligibility and coordinating the required supporting documents, where applicable.
• Assist with the setup and management of Microsoft 365 email accounts for new employees.
• Maintain proper filing systems, record and administrative documentation.
• Maintain proper records of office assets, licences, contracts and other administrative documents.
• Assist various departments with administrative coordination and support where required.
• Liaise with internal departments, clients, vendors and external service providers on administrative matters.
• Assist in ensuring a clean, safe and efficient working environment.
• Perform other ad hoc administrative duties assigned by management.

Procurement & BCA Support (30%)

• Provide administrative and operational support to the Procurement function.
• Monitor and coordinate BCAlicence / workhead applications and renewals, ensuring that the relevantlicences and workheads remain valid.
• Assist with procurement-related documentation, including purchase orders, supplier documents, quotations and other relevant records.
• Assist in BCA-related matters, including maintaining and updating company records and documentation required for BCA submissions.
• Prepare and submit the company’s project track records and supporting documents for BCA purposes.
• Monitor and coordinate BCA licence / workhead applications and renewals, ensuring that the relevant licences and workheads remain valid.
• Assist in the application, renewal, upgrading and maintenance of the company’s BCA workheads, including:

  1) ME04 – L5
  2) ME05 – L2
  3) ME15 – Integrated Building Services – L1/L2
  4) ME02 – L2
  5) ME08 – L2
  6) ME10 – L2

• Maintainproper records of BCA licences, workheads, expiry dates, project track recordsand supporting documents.
• Coordinatewith relevant internal departments to obtain necessary project information andsupporting documents for BCA submissions.
• Assistwith contract reading and terms & conditions review for basic understandingand administrative purposes.
• Attendbasic contract / legal training as required by the company.
• Liaisewith Procurement, Project Management and other relevant departments onprocurement and BCA-related matters.

Requirements

• Minimum 2 years of relevant experience in Accounts, Procurement, Office Administration or a similar role.
• Experience in Accounts Payable (AP) and invoice processing.
• Good proficiency in Microsoft Office, especially Excel and Word.
• Experience with ERP systems will be an advantage.
• Good organizational skills with strong attention to detail and accuracy.
• Able to multitask, prioritize and meet deadlines.
• Good communication and coordination skills when dealing with internal departments, suppliers and external parties.
• Willing to learn and handle BCA-related matters, procurement processes and contract / terms & conditions review.

Preferred Skills

• Experience in Procurement / BCA administration will be an advantage.
• Familiarity with BCA workhead / licence applications, renewals and project track record submissions will be an advantage.
• Basic understanding of contracts and terms & conditions.
• Strong document control and record-keeping skills.
• Good follow-up and coordination skills.
• Proactive, responsible and able to work independently.
• Strong sense of ownership and accountability.