Accounts Assistant - Part-Time

The Accounts Assistant is responsible for managing full-spectrum Accounts Payable and Accounts Receivable functions, supporting General Ledger activities, and ensuring timely month-end closing for multiple entities. The role includes invoice processing, payment preparation, bank reconciliation, grant tracking (e.g., SSG/SkillsFuture), and preparation of management accounts. The incumbent will liaise with internal departments, auditors, vendors, customers, and relevant government agencies to ensure accurate financial reporting, compliance, and efficient cash flow management.

1. Accounts Payable (AP) & Other Payables (OP)

· Invoice Processing & Recording

· Record vendor invoices and staff reimbursements.

· Retrieve invoices from vendor portals, emails, and internal departments.

· Reconcile invoices against Purchase Orders (PO) and supporting documents.

· Verify invoice details and obtain HOD approval.

· Determine correct expense charge codes.

· Record invoices and payments in Xero.

· File documents systematically (hardcopy & softcopy).

· Payment Processing

· Prepare payments for approved expenses.

· Obtain Finance Manager approval when required.

· Record direct payments, GIRO payments, and other payment modes.

· Reconcile approved payments with bank records.

· Vendor Management

· Request and reconcile Statements of Account (SOA) after the month-end.

· Ensure completeness of invoices and accuracy of balances.

· Create Purchase Orders (PO) for monthly, weekly, and ad-hoc expenses(e.g., TPS).

· Assist in checking and obtaining invoice approvals for other group companies (CIGL, CIGPL,

CSSB).

2. Accounts Receivable (AR)

· Invoicing & Credit Notes

· Prepare invoices and credit notes with accurate references and attachments.

· Ensure invoices comply with updated contracts and approvedquotations.

· Create invoices from accepted quotes in Xero.

· Cross-check invoice details with portals (e.g., TPG, Polwel) and attendance/grant records.

· Issue credit notes with proper approval where required.

· Generate TPS invoices.

· Create receipts for cash collections.

· Save all invoices and credit notes in the shared drive.

· Collections & Follow-up

· Send Statements of Account (SOA) regularly.

· Follow up on outstanding balances via calls and emails.

· Liaise with operations for discrepancies, documentation, and payment arrangements.

· Update AR follow-up reports.

· Assist in posting payment receipts.

3. Grant & Portal Administration (Polwel / SSG / TPG / SFC / PSEA)

· Download and review transactions from the Polwel portal.

· Determine trainee competency and grant eligibility.

· Monitor Polwel fund balance and arrange top-ups.

· Verify trainee attendance and MC documentation.

· Monitor grant schedules (SFG, SFC, PSEA) and ensure full collection.

· Track unreceived or uncollectible grants and update the operations team.

· Liaise with SSG and relevant authorities on grant issues.

· Prepare schedules for grant discrepancies and management reporting.

· Create invoices for absent trainees without MC (where applicable).

4. General Ledger (GL) & Schedules

· Prepare monthly staff salary accruals.

· Maintain and monitor schedules:

· Loans (intercompany)

· Accruals

· Prepayments

· Depreciation

· Lease liabilities

· Other payables

· Record uncollectible grants schedules.

· Monitor fund and financial movement.

5. Bank Reconciliation

· Perform monthly bank reconciliations.

· Update and monitor daily bank balances.

6. Month-End Closing & Reporting

· Ensure all reconciliations are completed.

· Ensure all schedules are updated and accurate.

· Extract financial statements.

· Prepare and submit monthly management accounts to HOD.

· Assist in revenue matching with contracts.

7. Audit & Compliance

· In charge of audits for assigned entities (BA, CA, CSSB).

· Assist in CSPL audit.

· Prepare audit schedules and supporting documents.

· Liaise with auditors and relevant departments.

8. Administrative & Ad-Hoc Support

· Assist in petty cash claims and disbursements.

· Assist in contract compilation and documentation.

· Support grant-related administrative tasks.

· Prepare budget (e.g., additional Ryders 2026).

· Liaise with internal departments when required.

· Assist in updating AR reports.

· Perform additional tasks as assigned by management.