Office Manager

acestes pte. ltd.; Singapore; On-site; SGD 42,000 - 72,000; Full time

Benefits offered by this job

Competitive salary

Collaborative environment

Growth opportunities

Job summary

Acestes Pte Ltd in Singapore is seeking a hands-on Office Manager to run office operations, own day-to-day finance (AP/AR, cashflow) and provide administrative HR support in a lean team.

You will work closely with the external accountant, maintain the general ledger, manage petty cash, HR onboarding/offboarding, payroll inputs, recruitment logistics, and organise office admin, travel, and events while ensuring safety compliance.

Qualifications

• Diploma or degree in Accounting, Finance, Business Administration, or a related field.
• 2-3 years hands-on experience in AP/AR, bookkeeping, or finance operations; admin/office experience a plus.
• Familiar with accounting software and proficient in Microsoft Excel.
• Working knowledge of MOM employment practices.
• Strong numerical accuracy and attention to detail.
• High integrity and discretion with confidential information.
• Organised, self-driven, able to work independently in a lean team.
• Good communication and interpersonal skills.

Responsibilities

• Finance (core, hands-on): full accounts payable processing, invoicing, payments, vendor reconciliation; accounts receivable, invoicing, collections, reconciliation.
• Prepare and maintain cashflow projections and monitor cash position; flag issues to management.
• Perform bank reconciliations and maintain financial records; prepare monthly management accounts and reports.
• Liaise with external accountant for financial statements, audits and tax filing.
• Maintain general ledger and filing of financial records; manage petty cash and office expense budgets.
• HR support: onboarding/offboarding logistics, employee records, MOM compliance, leave tracking, claims, payroll inputs, training coordination, recruitment support.
• Office Management: daily operations, supplies, vendor liaison, mail/courier, filing, events, travel arrangements, safety compliance, point of contact for office queries.

Skills

Numerical accuracy

Attention to detail

Communication skills

Independent worker

Education

Accounting/Finance/Business Admin degree or diploma

Tools

Accounting software

Microsoft Excel

Job description

About Us

Acestes Pte Ltd is a homegrown Singaporean security agency providing physical security, private investigation, training, and consultancy services to condominiums, commercial buildings, and major events like the F1 Singapore Grand Prix.

We are looking for a hands-on and trustworthy Office Manager to run our office operations while taking ownership of day-to-day finance functions and providing administrative HR support. This is a varied role suited to someone who is comfortable with numbers, systems, and wearing multiple hats in a lean team.

Role Summary

The Office Manager will be responsible for the smooth running of the office, hands-on execution of the company's finance operations (AP, AR, cashflow), and administrative support across HR. You will work closely with the company's external accountant and be a key support to the team.

Key Responsibilities

Finance (core, hands-on)

• Handle full accounts payable: process invoices and purchase orders, verify documentation, schedule and execute payments, and reconcile vendor statements
• Handle accounts receivable: issue invoices, track receivables, follow up on outstanding payments, and reconcile customer accounts
• Prepare and maintain cashflow projections and monitor cash position; flag funding or collection issues to management
• Perform bank and account reconciliations, and maintain accurate records of all transactions
• Prepare monthly management accounts and simple financial reports for internal review
• Liaise with the external accountant on the preparation of financial statements, and support audit and tax filing preparation
• Maintain the general ledger and ensure proper documentation and filing of financial records
• Manage petty cash and office expense budgets
• Any other duties or tasks as assigned by the Management from time to time.

HR (support level)

• Support onboarding and offboarding logistics (documentation, workstation setup, access)
• Maintain employee records and HR documentation in line with MOM requirements
• Assist with leave tracking, claims administration, and payroll inputs
• Coordinate training arrangements and maintain training records
• Support recruitment logistics such as interview scheduling and candidate correspondence
• Any other duties or tasks as assigned by the Management from time to time.

Office Management

• Manage daily office operations, including supplies, equipment, and workspace upkeep
• Coordinate with building management, vendors, and service providers
• Handle office administration such as mail, courier services, filing, and documentation
• Organise company events, meetings, and travel arrangements as needed
• Ensure compliance with workplace safety and health requirements
• Serve as the main point of contact for office-related queries and issues
• Any other duties or tasks as assigned by the Management from time to time.

Requirements

• Diploma or degree in Accounting, Finance, Business Administration, or a related field
• 2-3 years of hands-on experience in AP/AR, bookkeeping, or finance operations; experience in an office management or admin role is an advantage
• Familiar with accounting software and proficient in Microsoft Excel
• Working knowledge of basic HR administration and MOM employment practices
• Strong numerical accuracy and attention to detail
• High level of integrity and discretion in handling confidential information
• Organised, self-driven, and able to work independently in a lean team
• Good communication and interpersonal skills

What We Offer

• Competitive salary commensurate with experience
• A collaborative and supportive work environment
• Opportunities for growth and professional development