Operation Admin Executive

EST. 2000 PTE. LTD.; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A leading company in the food industry is seeking an Administrative Support professional to provide essential administrative assistance, manage payment processes, and support budget management. The ideal candidate will have relevant educational qualifications and experience in a fast-paced environment, with strong skills in communication and organization.

Qualifications

• Previous experience in administrative roles, preferably in the food industry.
• Able to adapt to a fast-paced and evolving environment.
• Strong attention to detail and organizational skills.

Responsibilities

• Provide general administrative assistance to management.
• Oversee and manage the payment processes.
• Assist in preparing and monitoring departmental budgets.

Skills

Attention to detail

Organizational skills

Communication

Interpersonal skills

Education

Diploma in finance, accounting, business administration

Tools

Accounting software

Microsoft Office Suite

Job description

Administrative Support:

• Provide general administrative assistance to the management team.Maintain and organize company records and files.
  Prepare reports, presentations, and other documents as needed.
  

Payment Monitoring:

• Oversee and manage the payment processes, including vendor invoices and employee reimbursements.
• Verify and reconcile invoices against purchase orders and delivery receipts.
• Ensure timely processing of payments and follow up on outstanding invoices.

Budget Management:

• Assist in preparing and monitoring departmental budgets.
• Track expenditures and provide regular budget status updates to management

Supplier Relationship Management:

• Maintain relationships with suppliers and vendors, ensuring compliance with payment terms.
• Coordinate with suppliers to resolve any payment discrepancies or issues.

Compliance and Reporting:

• Ensure compliance with financial policies and procedures within the organization.
• Generate financial reports related to payments and expenditures as required by management,

Coordination and Communication:

• Collaborate with other departments (e.g., finance, procurement) to ensure smooth operations.
• Communicate effectively with internal and external stakeholders regarding payment issues.

Data Management:

• Maintain accurate and up-to-date financial records in the company's accounting system.
• Prepare and maintain spreadsheets and databases for tracking payments and expenses.

Ad-hoc Duties:

• Assist with special projects and initiatives as directed by management.
• Participate in training and development programs to enhance skills and knowledge in financial management.

Qualifications:

• Diploma in finance, accounting, business administration, or related field.
• Previous experience in administrative roles, preferably in the food industry.
• Proficiency in accounting software and Microsoft Office Suite.
• Strong attention to detail and organizational skills.
• Excellent communication and interpersonal skills.
• Able to adapt to a fast-paced and evolving environment.