Finance and Operations Executive

Job Summary:

The Finance and Operations Executive will manage the Company's day-to-day accounts and GST preparation, maintain purchaseand inventory records, and monitor order fulfilment from customer order throughstock receipt. The role works closely with the engineering and sales teams,which remain the primary contacts for suppliers and customers. This is ahands-on, non-entry-level SME role requiring independent follow-through andstrong record control.

Key Responsibilities:

1. Accounting, GST and FinancialReporting:

• Maintain a full set of accounts in Xero, including accounts payable and receivable, general ledger entries, bank and credit-card reconciliations, invoicing, credit notes, expense claims, and month-end and year-end closing.
• Review supplier invoices and employee claims and prepare the consolidated weekly payment schedule, including approved urgent payments outside the normal cycle. Actual bank entry and payment release are handled separately.
• Prepare quarterly GST workings and maintain supporting records for local transactions, imports, exports and zero-rated supplies.
• Prepare themonthly sales and receivables report, and cash-flow or other management reportswhen requested.
• Prepare annual accounts and supporting schedules for financial statements, corporate tax and XBRL preparation, and liaise with the appointed corporate secretary or tax service provider. Actual statutory filings will be carried out by the appointed provider.

2. Purchase and Delivery Tracking:

• Maintain a central record of all approved purchases initiated by engineering, sales or management, including formal purchase orders and purchases from online platforms or informal suppliers where no PO is issued.
• Engineering or sales will place or confirm orders and remain the primary supplier point of contact. Monitor payment, production, shipment and delivery milestones, and prompt the responsible staff member to obtain overdue updates or documents.
• Ensure that approvals, invoices, order confirmations, receipts, screenshots and shipping documents are complete; prepare the relevant payment request and match the purchase record against goods received.
• Flag delays, shortfalls, discrepancies and delivery risks to the responsible team and management.

3. Inventory and Customer OrderFulfilment:

• Maintain customer orders, committed stock, available stock, incoming stock and SKU, serial-number and batch records in Zoho Inventory, and reconcile these against Xero and supporting records.
• Review confirmed customer orders against available and incoming stock, identify shortages, and prompt engineering to place or confirm the necessary supplier order. Purchases of buffer or speculative stock remain subject to management approval.
• Engineering will physically receive and inspect incoming goods. Update inventory records after engineering confirms the quantity, condition and acceptance of the items received.
• Track customer deliveries, samples, evaluation and loan units, warranty replacements, returns, damaged stock and other stock movements.
• Coordinate periodic stock counts with engineering and investigate inventory discrepancies.

4. Shipping and Delivery Documentation:

• Engineering or sales will manage technical shipping requirements and supplier or customer logistics. Monitor shipping status internally and prompt the responsible staff member for updates and documents.
• Prepare delivery orders and maintain commercial invoices, packing lists, import permits, export documents, courier records and other shipping or delivery documentation.
• Match shipping and delivery documents to the relevant purchase or customer order, sales invoice and inventory movement.

5. GeneralOperational Support:

• Maintain organised records and liaise with the Company's corporate secretary, tax service provider, auditors and internal teams as required.
• Support improvements toaccounting, purchasing, inventory and order-tracking processes, and performother related duties assigned by the Chief Financial Officer or Deputy CEO.

Key Requirements:

• Diploma or degree in Accounting, Finance, Business Administration, Supply Chain, Logistics or a related field.
• Formal training in Singapore GST is mandatory, together with hands-on experience preparing or supporting GST returns.
• Hands-on experience maintaining a full set of accounts, including accounts payable and receivable, bank reconciliation and month-end closing.
• Experience with purchase documentation, delivery tracking, inventory records and customer order fulfilment.
• Proficiency in Xero or another recognised accounting system and strong Microsoft Excel skills. Familiarity with Zoho Inventory is an advantage.
• Able to communicate effectively in written English and written Mandarin, or comfortable using translation software to accurately understand and prepare documents or correspondence relating to Chinese suppliers.
• Organised, detail-oriented and able to work independently, follow through on outstanding items and manage multiple deadlines.

Additional Desirable Skills:

• Experience in a trading, distribution, automotive, electronics, engineering or manufacturing company.
• Familiarity with import, export, courier and shipping documentation and with supporting annual accounts, tax or XBRL preparation.