Administrative Executive (MFO & Asset Management)

CEREBRIUM CAPITAL PTE. LTD.; Singapore; On-site; SGD 40,000 - 55,000; Full time

Job summary

A financial services company in Singapore is looking for an experienced Operations Administrator to manage finance operations and support HR processes. You'll ensure smooth office administration, handle bookkeeping and payroll, and assist with project initiatives. The ideal candidate holds a Diploma or Degree in a related field with proven administration experience, high attention to detail, and discretion in handling confidential information. Proficiency in Microsoft Office is required for the role.

Qualifications

• Relevant experience in administration or office management preferred.
• Comfortable handling confidential information with integrity.

Responsibilities

• Handle bookkeeping, including payables and receivables.
• Support onboarding, offboarding, and payroll administration.
• Ensure smooth office operations and logistics coordination.

Skills

Attention to detail

Multitasking

Discretion

Proficient in Microsoft Office

Education

Diploma or Degree in relevant field

Job description

Key responsibilities

Finance operations (management company + related entities)

• Handle bookkeeping support including payables, receivables, staff claims/expenses, and invoice tracking.
• Prepare bi-weekly payables and monthly payment schedules; coordinate approvals and ensure timely payments.
• Maintain proper documentation and filing of invoices, receipts, payment approvals, and vendor contracts to support audit trail and month-end processes.
• Work closely with internal finance stakeholders, external accountants, fund administrators (where applicable), and external auditors to ensure smooth operations and timely delivery of requested documents.

HR & people support (lean team, high ownership)

• Support onboarding and offboarding (equipment, access, basic induction coordination) and maintain accurate employee records.
• Track leave, maintain HR documentation, and support payroll administration by consolidating inputs and liaising with payroll vendor as needed.
• Assist with medical claims administration and employee benefit-related processes.
• Provide responsive, approachable support to colleagues while maintaining confidentiality.

Administration (professional, compliance-aware)

• Ensure office operations run smoothly: supplies, vendor coordination, servicing/maintenance, meeting room bookings, and general facilities matters.
• Coordinate meetings and logistics for internal committees and external stakeholders (e.g., auditors, legal/tax advisors, banks, corporate secretarial firms).
• Handle filing and confidential documents with discretion (e.g., engagement letters, service agreements, internal policies, investor/client documentation where assigned).
• Maintain organized digital and physical records, with basic version control and clear naming conventions to support retrieval and audit readiness.
• Support admin-related coordination for outsourcing/vendor arrangements (e.g., maintaining an internal list of vendors and key contracts, tracking renewal dates and key contacts), in line with MAS expectations that financial institutions maintain oversight over outsourcing arrangements.

Ad-hoc / operational projects

• Assist with operational initiatives such as process improvements, document template standardization, vendor onboarding, and office set-up changes.
• Provide ad-hoc administrative support to investment/operations/compliance teams as assigned.

Requirements

• Diploma or Degree with relevant experience in administration/office management; experience in an MFO, asset management, financial services, accounting, legal, or professional services environment is preferred.
• Strong attention to detail and accuracy (especially for schedules, documentation, and numbers).
• High integrity and discretion; comfortable handling confidential information.
• Strong multitasking, prioritization, and follow-through skills in a fast-paced, high-accountability setting.
• Proficient in Microsoft Office (Excel, Word, Outlook).

Preferred (nice to have)

• Familiarity with approval workflows, maker-checker controls, and audit support processes (e.g., preparing schedules and supporting documents).
• Experience coordinating with auditors/accountants/fund administrators and managing recurring deliverables.