Administrative Expense Specialist

PERSOL; Singapore; On-site; SGD 48,000 - 72,000; Full time

Job summary

PERSOL in Singapore is seeking an experienced professional to oversee administrative expense management and internal control compliance for a representative office. The role ensures compliant, timely, and efficient expense application and payment processes while maintaining strong internal controls across administrative and logistical operations.

The successful candidate will drive budget preparation, expense analysis, and cross-border collaboration with China HQ, requiring Mandarin proficiency

Qualifications

• Bachelor-level or Diploma in Business Administration or equivalent.
• Experience in ICT, service or related field.
• Proficient in Microsoft Office Applications.
• Solid experience in administrative expense management or internal control compliance.
• Familiarity with Procure-to-Pay (PTP) and related regulations.
• Strong data analysis and process optimization mindset.
• Excellent communication and problem-solving abilities.
• Mandarin proficiency to support cross-border collaboration with China HQ and stakeholders.

Responsibilities

• Manage procurement requisitions and payment applications in a timely and accurate manner.
• Review completeness and compliance of payment materials; submit expense payment applications promptly.
• Drive resolution of upstream and downstream PTP issues to ensure on-time payments and quality.
• Assist budget preparation and monitor daily expense data to support management decisions.
• Formulate annual process plans and build localized processes aligned with local laws and customer needs.
• Monitor process compliance using CT/PR and conduct process assessments to improve results.

Skills

Data analysis

Communication

Problem solving

Coordination

Cross-border collaboration

Education

Diploma in Business Administration

Tools

Microsoft Office

Job description

Job Overview

This role integrates administrative expense management with internal control compliance. It aims to ensure the compliance, timeliness, and efficiency of representative office administrative and logistical operations through efficient expense application/payment execution and rigorous process internal control management, thereby supporting the smooth conduct of business.

Key Responsibilities

Expense Management & Budget Support

Expense Application & Payment Execution

1. Procurement Requirement Management: Create and submit Procurement Requisition (PR) applications timely and accurately based on business needs.
2. Payment Application Processing: Receive and review the completeness and compliance of payment application materials; submit expense payment applications promptly to ensure efficient processing of administrative and logistical payments.
3. PTP Issue Resolution: Drive the resolution of upstream and downstream issues involving procurement and accounting during the payment process (e.g., comprehensive payment issues related to allocation rules and operating rules) to guarantee payment timeliness and quality.

Budget Preparation & Analysis

1. Annual Budget Preparation: Assist the section chief in organizing expense data across various administrative business modules, providing accurate budget inputs to complete the annual budget preparation.
2. Expense Analysis & Monitoring: Conduct daily administrative expense analysis and monitor budget execution to provide data support for management decision-making.

Internal Control Compliance & Process Operations

Process Planning & Construction

1. Annual Planning Drive: Formulate annual process plans based on strategic requirements and business challenges, driving the construction, optimization, and operation of processes throughout the year.
2. Process Architecture Implementation: Establish business process architecture views and lists; promote the implementation of company standard processes within the organization; and build localized processes adapted to local laws, regulations, and customer characteristics based on authorization.

Internal Control Execution & Monitoring

1. Compliance Monitoring: Routinely test and monitor process execution using tools such as Compliance Testing (CT) and Proactive Review (PR) to identify and correct execution deviations in a timely manner.
2. Performance Measurement & Evaluation: Regularly measure process performance and review process effectiveness; conduct Process Internal Control Assessments (SACA) to identify and improve issues, ensuring process results meet targets.
3. To collaborate and communicate directly with Chinese speaking officers, stakeholders, counterparts, and customers in China HQ team

Qualifications

1. Minimum Diploma in Business Administration or equivalent qualification;
2. Experience in ICT, service or related working experiences;
3. Proficient in Microsoft Office Applications;
4. Solid experience in administrative expense management or internal control compliance
5. Familiarity with the Procure-to-Pay (PTP) process and relevant laws and regulations
6. Strong data analysis skills and process optimization mindset
7. Excellent communication, coordination, and problem-solving abilities
8. Proficiency in Mandarin is essential to support cross-border collaboration, policy and document interpretation, and communication with the Chinese-speaking stakeholders, including head office, business counterparts, and customers based in China.

We regret to inform that only shortlisted candidates will be notified