Administrative Executive (Accounts Support)

About Our Client

Our client is a Singapore-based lighting solutions company with over 30 years of experience in architectural and commercial lighting projects. Our company specializes in providing professional lighting fixtures for decorative and architectural use in both local and overseas markets. We collaborate with manufacturers from Spain, Germany, Italy, and Southeast Asia to deliver innovative, customized, and energy-efficient lighting solutions for hotels, retail malls, offices, residential developments, and institutions.

Position Summary

The Administrative Executive (Accounts Support) is responsible for providing comprehensive administrative and operational support to ensure the smooth day-to-day functioning of the business. This role oversees document management, filing systems, coordination with clients, suppliers, freight forwarders, and internal stakeholders, while supporting various office administration and operational activities.

In addition, the position provides basic accounts support, including invoice preparation, payment follow-ups, account documentation, and coordination of financial records to support the accounting function. The role also assists with inventory coordination, shipment arrangements, and general business administration to facilitate efficient operations.

The ideal candidate should possess strong organizational, communication, and multitasking skills, with the ability to manage multiple priorities independently in a fast-paced environment while maintaining a high level of accuracy and attention to detail.

Key responsibilities

• Organize and maintain an efficient filing system for documents and records to ensure proper documentation, easy retrieval, and compliance.
• Handle accounts payable and accounts receivable functions, including the preparation of purchase orders, delivery orders, and invoices to support daily financial operations.
• Monitor customer payments and proactively follow up on outstanding receivables to maintain healthy cash flow.
• Prepare monthly aging reports to track overdue accounts and support credit control activities.
• Generate monthly Statements of Account (SOA) to ensure accurate customer billing and account reconciliation.
• Assist in month-end and year-end closing activities to support timely and accurate financial reporting.
• Verify billing accuracy by matching invoices against purchase orders and supporting documents to prevent discrepancies.
• Liaise with clients, suppliers, and internal stakeholders to ensure smooth and efficient business transactions.
• Assist in stock ordering and allocation to maintain adequate inventory levels and support operational requirements.
• Coordinate with freight forwarding companies for air, land, and sea shipments to ensure timely delivery of goods.
• Provide administrative support, including maintaining proper filing of project and operational documents.
• Perform general accounting and administrative duties in accordance with company policies and established procedures.

Requirement And Qualification

• Diploma, Advanced Diploma, or Higher Diploma in Accounting, Business Administration, or an equivalent qualification.
• Minimum 2–3 years of relevant working experience in administration, accounting support, or a related field.
• Proficient in Microsoft Office applications and familiar with accounting software such as AutoCount.
• Strong organizational and administrative skills with the ability to maintain accurate document and record management systems.
• Good communication and interpersonal skills to effectively liaise with clients, suppliers, and freight forwarding partners.
• Ability to manage multiple tasks, prioritize responsibilities, and meet deadlines independently.
• Positive working attitude, willingness to learn, and adaptability in a fast-paced environment.
• Mature, responsible, and detail-oriented individual with the ability to work independently and handle confidential information professionally.
• Candidates with prior experience in office administration, document management, and coordination roles are encouraged to apply.
• Individuals seeking long-term career stability and able to contribute effectively in a small team environment will be highly regarded.

Base Salary:SGD3,200 to SGD4,500 per month

We regret to inform that only shortlisted candidates will be contacted

EA Personnel No R21101246

Company EA Registration No 21C0691