Administrative Executive (Accounts & Administration Support)

Job Overview

We are seeking a detail-oriented and organized Administrative Executive to support the company's daily administrative, documentation, and basic account coordination functions. The successful candidate will assist with licensing, invoicing, payment administration, order coordination, record management, and general office administration.

Key Responsibilities

Administrative Support

• Perform daily administrative and clerical duties.
• Maintain accurate filing and document management systems.
• Collect and distribute incoming mail and correspondence.
• Assist with ad-hoc administrative duties assigned by Management.

License & Grant Administration

• Monitor license expiry dates and coordinate renewals.
• Assist in applications for new licenses and permits.
• Support grant application, claim submission, and status tracking.
• Maintain and update license and grant records.

Order & Delivery Coordination

• Monitor online orders and update order records.
• Verify customer payments and confirm orders.
• Coordinate deliveries with drivers and outlets.
• Prepare delivery documents and route schedules when required.

Accounts Receivable (AR) Support

• Prepare and issue invoices to customers and tenants.
• Follow up on outstanding payments.
• Record incoming payments and maintain payment records.
• Update rental and collection tracking reports.

Accounts Payable (AP) Support

• Process supplier invoices and payment requests.
• Prepare supporting documents for payments.
• Maintain payment records and filing.
• Send payment advices and payment slips to suppliers.
• Assist with recurring payments such as utilities and parking renewals.

Rental & Tenancy Administration

• Prepare rental invoices and tenancy-related documents.
• Maintain tenancy records and lease documentation.
• Assist with tenancy agreement preparation and stamp duty submission.
• Update rental summaries and utility records.

Banking & Record Management

• Download and maintain monthly bank statements.
• Maintain accurate payment and accounting records.
• Record utility and gas meter readings.
• Organize and archive documents in accordance with company procedures.

Requirements

• GCE N/O Level, Diploma or equivalent qualification.
• Minimum 1 year of administrative experience preferred.
• Candidates with no experience but willing to learn are welcome to apply.
• Proficient in Microsoft Office applications, especially Excel and Word.
• Good organizational and time management skills.
• Meticulous and able to handle multiple tasks.
• Good communication and interpersonal skills.