Finance & Executive Operations Specialist

Xsoft Pte. Ltd.; Singapore; On-site; SGD 50,000 - 73,000; Full time

Job summary

Xsoft Pte. Ltd. is seeking an agile Finance & Executive Operations Specialist to manage commercial project billing, core accounting duties, and light executive support for the Company Director.

This role emphasizes accuracy in billing, payables/receivables, and multi-currency bookkeeping within a Singapore SME context. Candidate should have 2–5 years SME accounting experience, strong Excel skills, and familiarity with Jaz, Xero, QuickBooks or Financio.

Qualifications

• Proficient in MS Excel with advanced functions (VLOOKUP, Pivot Tables).
• 2–5 years hands-on SME accounting, billing/operations, or commercial administration.
• Familiarity with SME accounting systems (Jaz, Xero, QuickBooks, Financio) is an asset.
• Professional written and spoken English; Mandarin a plus for regional liaison.

Responsibilities

• Commercial Project Operations & Invoicing: generate and issue invoices, credit notes, and progress billings aligned to contracts and milestones.
• Fulfillment & document matching: verify POs, vendor bills, DOs, and sign-offs for 100% billing accuracy.
• AR management & collections: monitor aging, issue monthly SOAs, liaise with clients on payments.
• KYC & onboarding support: compile compliance documentation for bank reviews, onboarding, and credit checks.
• Core financial duties & bookkeeping: process AP/AR, vendor payments, and expense claims; bank reconciliations; liaise with auditors and tax agents for GST filings and audits; maintain contract and tax invoice archives.
• Director executive support: calendar management, travel arrangements, and handling confidential expense claims.

Skills

MS Excel (VLOOKUP, Pivot Tables)

Education

Diploma or Degree in Accountancy, Finance, Business Administration, or related disciplines

Tools

Jaz

Xero

QuickBooks

Financio

Job description

We are seeking an agile, highly organized, and detail-oriented Finance & Executive Operations Specialist. This multifaceted role primarily drives commercial project billing and fulfillment operations (45%) and core accounting functions (40%), complemented by light executive support to the Company Director (15%).

Key Responsibilities

1.Commercial Project Operations & Invoicing (45% — Core Focus)

• Project Milestone Billing: Generate and issue customer sales invoices, credit notes, and progress billings in strict alignment with project contracts and delivery milestones.
• Fulfillment & Document Matching: Cross-verify purchase orders (POs), vendor bills, delivery orders (DOs), and project sign-off sheets to ensure 100% accuracy prior to billing.
• AR Management & Collections: Monitor accounts receivable aging, issue monthly statements of accounts (SOA), and liaise actively with clients on prompt payment collection.
• KYC & Onboarding Support: Assist in compiling compliance documentation packs for bank periodic reviews, vendor onboarding, and customer credit checks.

2. Core Financial Duties & Bookkeeping (40% — Core Focus)

• Day-to-day AP/AR: Process daily accounts payable and receivable entries, execute supplier disbursements, and verify employee expense claims.
• Bank Reconciliation: Perform regular multi-currency bank reconciliations and maintain accurate transaction watermarks and cash tracking.
• Audit & Tax Liaison: Coordinate with external corporate secretaries, auditors, and tax agents for quarterly GST filings and annual financial audits.
• Financial Archiving: Maintain rigorous records of commercial contracts, payment vouchers, bank slips, and tax invoices.

3.Director Executive Support (PA) (15% — Secondary)

• Executive Coordination: Provide calendar and meeting scheduling assistance, and arrange corporate travel itineraries (flights, hotels) for the Director.
• Claims Handling: Collate and submit the Director's business receipts and confidential expense claims.
• Ad-hoc Administration: Follow up on cross-departmental task reminders and handle basic executive errands with strict confidentiality.

Requirements & Qualifications

• Education: Diploma or Degree in Accountancy, Finance, Business Administration, or related disciplines.
• Experience: 2–5 years of relevant hands‑on experience in SME accounting, billing/operations, or commercial administration.
• Skills: Proficient in MS Excel (VLOOKUP, Pivot Tables); hands‑on familiarity with SME accounting systems (e.g., Jaz, Xero, QuickBooks, Financio) is an asset.
• Languages: Professional written and spoken proficiency in English and Mandarin (to liaise with regional clients and overseas vendor teams).
• Key Traits: High integrity and discretion, strong numerical precision, and proactive organizational skills.

Singapore Citizen or Permanent Resident (PR) only (No work pass quota)