Finance & Admin Executive

Job Summary

We are seeking a detail-oriented and organized Finance & Admin Executive to manage our daily financial operations, corporate onboarding/offboarding logistics, and general office administration. The ideal candidate has 2 to 3 years of hands-on experience handling bookkeeping alongside IT and equipment setup for staff. This role offers a balanced hybrid work arrangement following successful onboarding, backed by an exceptional corporate benefits package.

Critical Requirement: The successful candidate must be proficient in Chinese to accurately read, translate, and process invoices, receipts, and financial documents from our Chinese-speaking vendors, partners, or regional offices.

Key Responsibilities

1. Finance & Accounting (65%)

• Review, verify, and process supplier and customer invoices to ensure accurate account coding and data entry.
• Manage payment processes, including preparing payments, following up on outstanding accounts receivable and customer collections, and performing account knock-off entries.
• Verify employee expense claims in accordance with company policies.
• Perform monthly bank and balance sheet reconciliations and follow up on any discrepancies.
• Maintain well-organized digital and physical filing systems for all financial records.
• Liaise with relevant parties and banks to clarify and resolve unidentified or unclear transactions.
• Assist with monthly closing activities and prepare audit schedules.

2. Onboarding, Offboarding & IT Logistics （25%）

• Prepare physical workspaces, configure employee accounts, and physically set up laptops and basic systems for new joiners.
• Manage the logistical lifecycle of new hires, including issuing office passes, coordinating company access, and conducting office tours.
• Execute logistics for exiting staff, including retrieving company assets (laptops, phones, tokens) and revoking system access and credentials.
• Maintain a strict, up-to-date registry of all company hardware, software licenses, and IT equipment allocations.

3. General Office Administration （10%）

• Ensure smooth daily office operations by managing office supplies, pantry inventory, and corporate courier services.
• Act as the primary point of contact for external office vendors, building management, and internet service providers.
• Assist management with ad-hoc administrative tasks, travel arrangements, and business translation work as required.

Requirements & Qualifications

• Diploma or bachelor’s degree in accountancy, Finance, Business Administration, Information Systems, or a related field.
• 2–3 years of working experience handling combined Finance/Accounting and corporate administrative roles.
• Professional fluency in English (both spoken and written). Advanced proficiency in reading written Chinese is mandatory to accurately interpret business invoices and vendor receipts.
• Proficiency in Microsoft Office (Word, Excel), Outlook, Teams etc.
• Direct hands-on experience using QuickBooks. Ability and willingness to learn and adapt to an in-house accounting system.
• Comfortable with basic IT troubleshooting and system setups (e.g., configuring Windows/Mac laptops, setting up corporate email accounts, Slack, or Google Workspace).
• Strong organizational skills, high attention to numeric accuracy, tech-savvy mindset, and the ability to manage logistical deadlines independently.