Admin cum Finance Executive

HOVI CARE (SINGAPORE) PRIVATE LIMITED; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A leading company in community care is seeking an Administrative and Finance Support professional to ensure the efficient operations of its Senior Care Centre. This role requires managing administrative tasks, billing, procurement, compliance, and supporting the Centre Manager in delivering quality services. Candidates should have a diploma in a relevant field and at least 2 years of experience in a related role, alongside strong organizational and interpersonal skills.

Qualifications

• At least 2 years of experience in an administrative or finance role.
• Proficient in MS Office and familiar with accounting systems.
• Knowledge of claims processes and basic accounting principles is an advantage.

Responsibilities

• Manage administrative tasks and client interactions at the centre.
• Prepare monthly invoices and process billing claims.
• Support procurement, inventory management, and financial reporting.

Skills

Attention to Detail

Organizational Skills

Interpersonal Skills

Communication Skills

Education

Diploma in Business Administration, Accounting, Finance, Healthcare Management

Tools

MS Office

QuickBooks

Job description

Job Purpose:

To ensure the smooth and efficient operations of the Senior Care Centre by managing both administrative and financial tasks. The role supports the Centre Manager in day-to-day operations, billing and claims processes, procurement, and ensures compliance with reporting standards. This dual-function position plays a crucial role in ensuring the delivery of quality services and operational sustainability.

Key Responsibilities:

1. Administrative Operations

• Serve as the first point of contact at the centre, handling walk-ins, phone calls, and general enquiries.
• Maintain accurate and up-to-date client records in client management systems (e.g., CRM).
• Provide administrative support to programme and care staff, including documentation, leave tracking, and scheduling.
• Coordinate logistics for centre activities, transportation, and vendor services.
• Support centre audits, licensing renewals, and documentation reviews.

2. Finance & Billing Support

• Prepare and issue monthly invoices to clients and/or their families.
• Process and submit government claims and subsidies (if required) in a timely and accurate manner.
• Monitor outstanding payments and follow up with clients or caregivers on billing matters.
• Reconcile daily collection and assist with monthly financial reporting and budgeting.
• Work closely with the HQ Finance team or an outsourced accounting partner to support audit readiness and financial compliance.

3. Procurement & Inventory Management

• Source, request, and track quotations for goods and services in accordance with procurement policy.
• Process purchase requisitions and ensure proper documentation and approvals.
• Maintain records of centre assets, supplies, and consumables, and monitor stock levels.

4. Reporting & Compliance

• Compile and submit regular reports to management, government agencies (e.g., AIC, MOH), and funders as required.
• Ensure proper filing and data protection in accordance with PDPA and organisational SOPs.
• Support preparation for audits, inspections, and compliance reviews.

5. Team & Centre Support

• Assist in the coordination of centre-wide events, training sessions, and stakeholder meetings.
• Support volunteers, therapists, and service partners with administrative needs.
• Maintain a positive and collaborative working relationship with all stakeholders, including clients, caregivers, vendors, and staff.

6. Other Duties

• Undertake any other tasks or responsibilities as assigned by the Centre Manager, Reporting Officer, or Senior Management.

Qualifications & Requirements:

• Diploma in Business Administration, Accounting, Finance, Healthcare Management, or equivalent.
• At least 2 years of experience in an administrative or finance role, preferably in the community care, healthcare, or social services sector.
• Proficient in MS Office (Excel, Word, PowerPoint) and familiar with accounting systems or client databases (e.g., QuickBooks).
• Strong attention to detail, organisational skills, and ability to manage multiple tasks effectively.
• Good interpersonal and communication skills; able to engage with elderly clients and caregivers with empathy and professionalism.
• Knowledge of claims processes and basic accounting principles is an advantage.