Admin cum Finance Executive

Hovi Care (Singapore) Pte Ltd; Singapore; On-site; SGD 36,000 - 48,000; Full time

Job summary

A Senior Care Centre is seeking an Administrative and Finance Officer in Singapore to ensure efficient operations through management of administrative tasks and financial processes. Ideal candidates will have a diploma in a relevant field and at least 2 years of related experience. The position involves supporting the Centre Manager and requires strong organisational skills and proficiency in MS Office. Knowledge of accounting principles is a plus.

Qualifications

• At least 2 years of experience in an administrative or finance role.
• Proficiency in Microsoft Office and familiar with accounting systems.
• Good interpersonal and communication skills.

Responsibilities

• Manage administrative operations including client records and inquiries.
• Prepare and issue monthly invoices to clients.
• Source and request quotations for goods and services.
• Compile and submit reports to management and agencies.
• Support team coordination for events and training.

Skills

Attention to detail

Organisational skills

Interpersonal skills

Communication skills

Education

Diploma in Business Administration or equivalent

Tools

MS Office (Excel, Word, PowerPoint)

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.