Administrative Expense Specialist

PERSOL SINGAPORE PTE. LTD.; Singapore; On-site; SGD 39,000 - 61,000; Full time

Job summary

PERSOL Singapore is seeking a skilled administrator to manage expense processes and strengthen internal control across our regional office in Singapore.

You will oversee expense applications and payments, submit PRs, resolve PTP issues with procurement and accounting, and assist annual budgeting. Fluent Mandarin is essential for cross-border collaboration with China HQ, and strong data analysis and communication skills are required.

Qualifications

• Minimum Diploma in Business Administration or equivalent.
• Experience in ICT, service, or related fields.
• Proficient in Microsoft Office Applications.
• Solid experience in administrative expense management or internal control compliance.
• Familiarity with Procure-to-Pay (PTP) processes and applicable laws/regulations.
• Strong data analysis skills and process optimization mindset.
• Excellent communication, coordination, and problem-solving abilities.
• Proficiency in Mandarin is essential for cross-border collaboration with Chinese-speaking stakeholders.

Responsibilities

• Expense Management & Budget Support.
• Expense Application & Payment Execution.
• Procurement Requisition (PR) creation and submission based on business needs.
• Review and submit expense payment applications to ensure timely processing.
• Drive PTP issue resolution across procurement and accounting to guarantee timeliness and accuracy.
• Assist Budget Preparation & Analysis and annual budgeting.
• Organize expense data across modules to support annual budget preparation.
• Conduct daily expense analysis and monitor budget execution for management decisions.
• Ensure Internal Control Compliance & Process Operations and monitor processes.
• Plan and construct annual process plans aligned with strategic requirements.
• Establish and promote company standard processes and adapt locally to regulations.
• Execute and monitor internal controls; perform Compliance Testing (CT) and Proactive Review (PR).
• Collaborate with Chinese-speaking officers and China HQ stakeholders for cross-border activities.

Skills

Mandarin proficiency

Data analysis

Budgeting

Communication

Problem solving

Education

Diploma in Business Administration

Tools

Microsoft Office

Excel

Job description

Our client is a leading global technology organisation with a strong regional presence, specialising in ICT solutions, telecommunications and smartdevices.

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
• Procurement Requirement Management: Create and submit Procurement Requisition (PR) applications timely and accurately based on business needs.
• 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.
• 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
• 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.
• 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
• 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.
• 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
• 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.
• 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.
• To collaborate and communicate directly with Chinese speaking officers, stakeholders, counterparts, and customers in China HQ team

Qualifications

• Minimum Diploma in Business Administration or equivalent qualification;
• Experience in ICT, service or related working experiences;
• Proficient in Microsoft Office Applications;
• Solid experience in administrative expense management or internal control compliance
• Familiarity with the Procure-to-Pay (PTP) process and relevant laws and regulations
• Strong data analysis skills and process optimization mindset
• Excellent communication, coordination, and problem-solving abilities
• 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.