Admin & Accounts Operations Executive

Role Purpose

This role supports the smooth running of workshops, courses, and daily operations by managing client coordination, course logistics, invoicing, and basic accounting functions. The role requires reliability, follow-through, and the ability to hold multiple operational threads steadily.

Key Responsibilities

1.  Client Administration & Coordination

• Communicate clearly with clients regarding workshops, courses, and programs (registrations, confirmations, reminders, follow-ups).
• Register participants accurately and maintain updated client and participant records.
• Prepare attendance lists, registration summaries, and internal tracking reports.
• Conduct post-workshop follow-ups with participants for feedback, next steps, or continuation into further programs.

2. Course & Workshop Operations

• Handle pre-course arrangements including venue coordination, room setup, materials preparation, and scheduling.
• Coordinate logistics such as transportation (to and fro), accommodation, meals, and equipment where required.
• Support on-site setup and ensure smooth execution before, during, and after workshops or programs.
• Liaise with internal team members, facilitators, and external vendors to ensure all arrangements are in place.

3. Invoicing & Payment Follow-Up

• Prepare and issue invoices to participants accurately and on time.

• Track payments, follow up on outstanding invoices, and maintain clear payment records.
• Update management regularly on payment status, outstanding receivables and cash flow status.
• Ensure billing and collections are handled with professionalism and consistency.

4. Accounts & Finance Support

• Maintain and update the company accounting system (data entry, documentation, basic reconciliation).
• Organise and file invoices, receipts, and payment records systematically.
• Assist with monthly reporting and support accounts closing when required.
• Ensure records are clear, traceable, and ready for audit or management review.

5. Ad-hoc Support

·       Perform additional tasks that may arise from time to time in the course of day-to-day operations.

Requirements

• Strong organisational skills with high attention to detail.
• Clear, professional communication skills with clients and partners, in both English and Mandarin.
• Able to manage multiple tasks, deadlines, and follow-ups independently.
• Basic accounting knowledge and experience using accounting systems.
• Reliable, responsible, and steady—especially during peak workshop periods.
• Able to work calmly under pressure and adapt to changing schedules.
• Degree holder preferred.

Working Arrangements

• Working hours 9:00 to 18:30, Monday to Friday, subject to operational needs and deadlines.
• This role requires commitment to outcomes, not clock-watching.
• Weekend work or travel may be required during workshops or programs.
  Time off or working hour adjustments will be arranged accordingly.