Finance Admin Executive

S-One Engineering Pte Ltd; Singapore; On-site; SGD 33,000 - 58,000; Full time

Job summary

S-One Engineering Pte Ltd, an established mechanical air-conditioning business in Singapore, seeks a Finance & Admin Executive to manage day-to-day finance and admin, ensure accurate records, invoicing and collections, and staff administration.

The role supports management by monitoring outstanding payments, preparing monthly summaries, assisting GST/tax compliance, and coordinating with banks, auditors, and suppliers to maintain financial discipline.

Qualifications

• Diploma or equivalent qualification in Accounting, Finance, Business Administration or a related field preferred.
• Relevant experience in finance and administration, preferably within an SME.
• Experience with accounting software, invoicing systems and Microsoft Excel.
• Familiarity with Singapore payroll administration, CPF, GST and basic statutory requirements.
• Good organisational skills, attention to detail and numerical accuracy.
• Ability to communicate effectively with customers, suppliers, colleagues and external service providers.
• Able to work independently, manage multiple priorities and follow up on outstanding matters.
• Experience in construction, engineering, facilities management or Air Conditioning businesses would be an advantage.

Responsibilities

• Prepare customer invoices, credit notes and other billing documents accurately and promptly.
• Monitor accounts receivable (AR), follow up on outstanding invoices and coordinate with the operations team on completed jobs pending billing.
• Process supplier invoices, subcontractor claims, staff reimbursements and other payment documents.
• Maintain accounts payable (AP) and accounts receivable records, ensuring transactions are properly supported by documents.
• Perform bank reconciliations and assist with monthly accounts closing.
• Maintain records of customer receipts, supplier payments, expenses and petty cash.
• Perform basic HR functional roles such as payroll and also general admin.
• Prepare monthly financial summaries covering sales, collections, outstanding receivables, payables and operating expenses.

Skills

General accounting

Invoices processing

Payroll processing

Microsoft Excel

Communication

Education

Diploma in Accounting/Finance/Business Admin

Job description

The Company is an established Mechanical Air-Conditioning Business since 2008. We are sourcing for a Finance & Admin Executive to manage the company's day-to-day finance and administrative activities, ensuring accurate records, timely invoicing and collections, controlled payment processing, effective staff administration and smooth office operations.

The role is to support management by maintaining financial discipline, monitoring outstanding payments and providing timely information for business decisions.

Minimum Experience 2 to 3 years in general accounting.

Prefer local Singaporean or any work permit holders is also acceptable.

General Role and Responsibilities

• 1. Prepare customer invoices, credit notes and other billing documents accurately and promptly.
• 2. Monitor accounts receivable (AR), follow up on outstanding invoices and coordinate with the operations team on completed jobs pending billing.
• 3. Process supplier invoices, subcontractor claims, staff reimbursements and other payment documents.
• 4. Maintain accounts payable (AP) and accounts receivable records, ensuring transactions are properly supported by documents.
• 5. Perform bank reconciliations and assist with monthly accounts closing.
• 6. Maintain records of customer receipts, supplier payments, expenses and petty cash.
• 7. Perform basic HR functional roles such as payroll and also general admin.
• 8. Prepare monthly financial summaries covering sales, collections, outstanding receivables, payables and operating expenses.
• 9. Assist with GST submissions, tax documentation and other statutory requirements, where applicable, in coordination with the external accountant or tax agent.
• 10. Liaise with banks, auditors, accountants, suppliers and customers on finance-related matters.
• 11. Maintain proper filing and retrieval of invoices, receipts, purchase orders, delivery orders and payment records.

B. Finance & Accounts

• 1. Verify supplier invoices against approved quotations, purchase orders, delivery orders or job records before processing payment.
• 2. Ensure payments are supported by the necessary documents and approvals.
• 3. Monitor recurring expenses, subscriptions, utilities, insurance and other overhead costs.
• 4. Highlight unusual expenses, duplicate invoices, missing documents and potential cost overruns to management.
• 5. Maintain a payment schedule and cash-flow information to help management plan payments and collections.
• 6. Ensure no unauthorised purchases or payments are committed on behalf of the company.

C. Payment & Cost Control

• 1. Maintain employee records, leave records, attendance and relevant employment documentation.
• 2. Prepare monthly payroll information and coordinate salary payments, subject to management approval.
• 3. Assist with CPF contributions, payroll-related statutory submissions and other employment requirements.
• 4. Track staff training records, course attendance, certificates and expiry dates.
• 5. Assist with onboarding, offboarding, employment documentation and staff welfare matters.
• 6. Coordinate with external HR consultants, payroll providers and manpower agencies where required.
• 7. Maintain records of staff claims, overtime information and supporting approvals.

D. HR & Staff Administration

• 1. Manage office supplies, stationery, utilities, insurance renewals and other administrative requirements.
• 2. Maintain proper electronic and physical filing systems.
• 3. Coordinate document submissions, correspondence, courier services and general office matters.
• 4. Maintain records of company assets, equipment, licences and renewal dates where applicable.
• 5. Assist management in preparing reports, meeting documents and administrative records.
• 6. Coordinate with the external IT vendor on office IT support, equipment and software administration.
• 7. Support internal process improvements and the digitisation of finance and administrative records.

E. General Administration & Office Support

• 1. Coordinate with the operations team to obtain completed service reports, work orders and supporting documents required for invoicing.
• 2. Track approved quotations, purchase orders and job documentation to minimise delays in billing.
• 3. Maintain records of project expenses, material purchases, subcontractor costs and other job-related costs.
• 4. Assist in monitoring job cost information against quotations or budgets and highlight significant variances to management.
• 5. Follow up with operations personnel on missing documents, unbilled completed jobs and outstanding customer requirements.
• 6. Maintain an organised filing system for service contracts, maintenance agreements, quotations and customer records.

F. Support Operations

The Finance & Admin Executive is required to provide a concise monthly management report covering:

• Accounts receivable: Follow up on outstanding invoices, overdue debts and collection status.
• Accounts payable: Follow up on upcoming supplier payments and outstanding liabilities.
• Billing status: Follow up on completed jobs pending invoicing and reasons for delays.
• Expenses: Follow up on monthly overheads and significant cost variances.
• Cash flow: Follow up on expected collections and upcoming payments.
• HR administration: Follow up on payroll status, leave records, training records and upcoming renewals.
• Other: Any other tasks as assigned by the General Manager.

G. Key Deliverables

Assigned Tasks

Expected Performance

Invoice processing

Invoices issued promptly after complete job documentation and approval

Accounts receivable

Outstanding invoices monitored regularly, with overdue accounts followed up

Accounts payable

Supplier invoices processed accurately and payments scheduled on time

Financial reporting

Monthly finance summary submitted by the agreed deadline

Transaction accuracy

Minimal errors, duplicate payments or missing supporting documents

Payroll administration

Payroll information prepared accurately and on schedule

Statutory compliance

Applicable submissions and renewals completed by their deadlines

Job cost documentation

Job-related expenses recorded and missing supporting documents followed up

Filing and record keeping

Financial and administrative records complete, organised and retrievable

Follow-through

Outstanding issues tracked, updated and escalated when necessary

Specific targets and reporting deadlines should be agreed with management and reviewed periodically.

H. Qualifications & Requirements

• Diploma or equivalent qualification in Accounting, Finance, Business Administration or a related field preferred.
• Relevant experience in finance and administration, preferably within an SME.
• Experience with accounting software, invoicing systems and Microsoft Excel.
• Familiarity with Singapore payroll administration, CPF, GST and basic statutory requirements.
• Good organisational skills, attention to detail and numerical accuracy.
• Ability to communicate effectively with customers, suppliers, colleagues and external service providers.
• Able to work independently, manage multiple priorities and follow up on outstanding matters.
• Experience in construction, engineering, facilities management or Air Conditioning businesses would be an advantage.

I. Personal Attributes

• Responsible, trustworthy and discreet when handling confidential information.
• Proactive in identifying issues instead of waiting for instructions.
• Methodical and disciplined in documentation and record keeping.
• Willing to coordinate across departments and support a small team.
• Able to work with limited supervision while escalating matters beyond delegated authority.
• Committed to continuous improvement and efficient use of digital systems.