Admin & Finance Executive (Contract)

Responsibilities:

Admin Management

1. Manage day-to-day office administration, including office supplies, document handling, courier services, access cards and general office support
2. Coordinate office facilities, maintenance, repairs and other workplace related matters with building management, contractors and services providers
3. Support office lease, relocation, space planning and other office-related projects where required
4. Manage administrative procurement, including obtaining quotations, preparing purchase requests, coordinating purchase orders and monitoring contract renewals
5. Maintain vendor records and coordinate with services providers on service delivery, quotations, contracts and invoices
6. Support monitoring of administrative expenses and budgets and assist with cost comparisons and expense tracking
7. Coordinate business travel, hotel bookings, transportation, meetings, business meals and visitor arrangements
8. Provide administrative support for company events, client activities and employee welfare activities
9. Support employee onboarding and off boarding arrangements including workstation, access card, office equipment and related administrative matters
10. Maintain proper administrative records, contracts, invoices and supporting documents.

Finance Management

1. Assist with daily accounting and bookkeeping activities, including preparation and maintenance of accounting records and supporting documents
2. Process vendor invoices, staff claims and payment requests and ensure supporting documents are complete before submission for approval
3. Assist with accounts payable and accounts receivable follow-up where required
4. Support bank and expense reconciliations and other routine accounting reconcilations
5. Assist with preparation of payment instructions and maintain payment records and supporting documentation
6. Maintain accounting schedules and assist with month-end closing activities
7. Assist with fixed asset records and other finance-related schedules
8. Support preparation of documents and information required for external audit, tax filings and other finance-related reviews
9. Provide administrative and documentation support for Finance and other ad-hoc assignments as required.

Requirements:

1. Diploma or Degree Holder in Accounting, Finance, Business Administration or related field
2. 2 - 5 years of relevant experience in administration, accounting or a combined Admin & Finance role
3. Basic understanding accounting principles and practical experience with invoices, payments, reconciliations and bookkeeping
4. Able to handle task independently and work in a lean team environment
5. Strong attention to detail, good organizational, multitasking and time management abilities
6. Proficient in Microsoft Office (Word, Excel, Powerpoint)
7. Proficient in spoken and written English and Chinese as incumbent is required to liaise with HO colleagues and clients.