Finance Executive

HOTLOTZ PTE. LTD.; Singapore; On-site; SGD 47,000 - 73,000; Full time

Job summary

Hotlotz PTE. LTD. in Singapore is hiring a Finance Executive to manage bookkeeping, payments, reconciliations, payroll support, and ad-hoc HR tasks in our saleroom-based operations.

You will work closely with the Finance Manager and collaborate with valuation, operations and technology teams to ensure accurate records, timely payouts, and robust financial controls as the business scales.

Qualifications

• Previous experience in bookkeeping, finance administration or operations.
• Proactive, dependable and able to take ownership of day-to-day processes.
• Strong attention to detail and accuracy.
• Good communication skills and ability to handle external queries.
• Proficiency in Excel/Google Sheets and familiarity with accounting systems such as Xero.
• Highly organised with ability to prioritise.
• An interest using new technologies to develop our finance function.
• A current resident of Singapore.

Responsibilities

• Maintain accurate financial records in accounting system and related internal records
• Record and process transactions including sales, fees, expenses, and payments
• Assist with month-end, quarter-end and year-end close processes
• Support the Finance Manager with finance administration and reporting tasks
• Support preparation of seller payouts and settlement administration including liaising with sellers
• Process supplier invoices and prepare payment runs accurately and on time
• Track incoming buyer payments, mark as paid, ensure first party payments, and follow up on overdue amounts
• Assist with GST data preparation and related documentation
• Assist with requests for cancellations and returns, manual invoice adjustments and GST zero rating
• Perform regular bank reconciliations
• Reconcile payment platforms and clearing accounts
• Assist in resolving discrepancies between systems and accounts
• Help maintain accurate audit trails and support good financial controls
• Assist with GST and other regulatory reporting
• Support reconciliation of auction and marketplace transactions into financial records
• Ensure accurate allocation of payments, commissions, and seller proceeds
• Assist in identifying and resolving transaction issues
• Respond to buyer and seller finance queries
• Liaise with internal teams on payment and invoice matters
• Provide clear updates on payment status and timelines
• Assist in preparation and processing of payroll
• Maintain employee records and support onboarding/offboarding administration
• Assist with statutory submissions where required
• Help ensure employee expenses and reimbursements are processed accurately
• Support tracking of employee costs against budgets
• Provide day-to-day administrative support for HR processes and systems
• Maintain and update HR software, employee records, leave records, and key people data
• Coordinate onboarding and offboarding administration, including documentation, system setup, and internal checklists
• Support the scheduling and administration of HR-related activities, reviews, training, and key dates
• Help ensure HR policies, documentation, and internal records remain organised and up to date

Skills

Bookkeeping

Attention to detail

Communication skills

Organised

Excel/Google Sheets

Education

Accounting or finance experience

Tools

Xero

Digital banking systems

Job description

About The Company

Founded in 2015, Hotlotz is Singapore's leading auction house for art, collectibles, and luxury objects, holding over 60 timed online auctions annually. Its hybrid model integrates an internationally marketed digital platform with a physical Singapore saleroom for viewings, and a buy-now Marketplace. Objects are appraised by in-house specialists in fields such as Fine Art, Jewellery, Watches, Asian Works of Art, Design, Fashion, and more. Serving individuals, estates, and corporate clients, Hotlotz operates with utmost transparency and accountability, registered with the Ministry of Law and licensed by the Singapore Police Force.

All items that we sell are exhibited in our Bukit Merah saleroom. Bidding takes place on our acclaimed digital platform.

In 2025 we relaunched our digital marketplace business, which offers items at fixed prices. In late 2025 we will move to a new flagship saleroom.

Hotlotz boasts a friendly, multinational team of over 25 professionals. Our team is structured across three key departments: valuation, operations, and technology.

For more information, please visit www.hotlotz.com.

About The Role

Finance is at the heart of our business. Our Finance function tracks consigned items from sellers which are listed in our auctions and/or marketplace, and subsequently collects payment from buyers and settles payouts to sellers. As the business rapidly expands, we are looking to enhance our finance function including through the development and deployment of greater automation by our in-house technology team.

We are looking to hire a Finance Executive with at least two years of full-time finance experience. This is a hands-on role, based in our saleroom, that includes bookkeeping, payment administration, reconciliations, and payroll support. Working closely with the Finance Manager, Operations Manager and wider team, you will help ensure that financial processes run smoothly, records are accurate, and administrative systems are kept up to date. This role is ideal for someone who takes pride in accuracy, and is comfortable managing both routine processes and ad-hoc operational tasks in a growing business.

Some assistance with HR administration may also be required, but no background in HR is necessary.

As a finance executive at Hotlotz, you will have the opportunity to make a huge impact as well as grow or refine your finance skills. You will be mentored by the Finance Manager, a Fellow Chartered Certified Accountant with 20 years experience. At the management level, our finance team is also supported by someone with two decades of experience in banking and digital transformation who is a Certified Accountant and a CFO. Apart from finance team colleagues, close collaboration will be required with valuation, operations, and technology teams.

Key Responsibilities

Finance Operations & Bookkeeping

• Maintain accurate financial records in accounting system and related internal records

• Record and process transactions including sales, fees, expenses, and payments

• Assist with month-end, quarter-end and year-end close processes

• Support the Finance Manager with finance administration and reporting tasks as required

Accounts Payable & Receivable

• Support preparation of seller payouts and settlement administration including liaising with sellers

• Process supplier invoices and prepare payment runs accurately and on time

• Track incoming buyer payments, mark as paid, ensure first party payments, and follow up on overdue amounts in a timely manner

• Assist with GST data preparation and related documentation

• Assist with requests for cancellations and returns, manual invoice adjustments and GST zero rating

Reconciliations & Controls

• Perform regular bank reconciliations

• Reconcile payment platforms and clearing accounts

• Assist in resolving discrepancies between systems and accounts

• Help maintain accurate audit trails and support good financial controls

• Assist with GST and other regulatory reporting

Auction & Transaction Support

• Support reconciliation of auction and marketplace transactions into financial records

• Ensure accurate allocation of payments, commissions, and seller proceeds

• Assist in identifying and resolving transaction issues

Queries & Communication

• Respond to buyer and seller finance queries

• Liaise with internal teams on payment and invoice matters

• Provide clear updates on payment status and timelines

Payroll Support & Employee Administration

• Assist in preparation and processing of payroll

• Maintain employee records and support onboarding/offboarding administration

• Assist with statutory submissions where required

• Help ensure employee expenses and reimbursements are processed accurately

• Support tracking of employee costs against budgets

HR Administration

• Provide day-to-day administrative support for HR processes and systems

• Maintain and update HR software, employee records, leave records, and key people data

• Coordinate onboarding and offboarding administration, including documentation, system setup, and internal checklists

• Support the scheduling and administration of HR-related activities, reviews, training, and key dates

• Help ensure HR policies, documentation, and internal records remain organised and up to date
  

Requirements

We can only accept applications from Singapore citizens or Singapore permanent residents.

• Previous experience in bookkeeping, finance administration or operations

• Proactive, dependable, and willing to take ownership of day-to-day administrative processes

• Strong attention to detail and a high level of accuracy

• Good communication skills, and comfortable with handling external queries

• Proficiency in Excel/Google Sheets, and familiarity with accounting systems (e.g. Xero) and digital banking systems

• Highly organised and the ability to prioritise

• An interest using new technologies to develop our finance function

• A current resident of Singapore

Please note that this role is not open to third party recruiters or agencies.