Finance & Admin Associate / Executive (JSS-OR)

Job Description

We are seeking a proactive and organized Finance & Admin Associate / Executive to support the Acting Director / Resident Manager / Assistant Manager to support the effective financial and administrative management of the JSS-OR operations by ensuring accurate financial records, timely reporting, proper documentation and efficient administrative processes.

The role works closely with the stakeholders to ensure that financial and administrative activities are carried out in accordance with organisational policies, contractual requirements, HDB requirements and applicable statutory regulations.

Key Responsibilities

1. Finance & Accounting

• Prepare financial and management accounting reports for management review and submission to HDB within stipulated timelines.
• Monitor receivables, payables, expenses and cash flow, and follow up on outstanding items.
• Conduct regular bankand account reconciliations and investigate discrepancies.
• Maintain proper supporting documentation and audit trails for all financial transactions.

2. HDB & Contract Administration

• Support the preparation and submission of financial reports and supporting documents to HDB.
• Assist in responding to HDB queries, audits, reviews and requests for supporting documentation

3. General Administration

• Provide day-to-day administrative support for the JSS-OR site and operations.
• Maintain proper filing and documentation systems, including contracts, invoices, correspondence, reports and operational records.
• Manage site operations and procurement, including meeting coordination, vendor documentation (quotes, invoices, contracts), and database maintenance.

4. Records Management & Compliance

• Maintain audit-ready records, ensuring all financial, administrative, and operational documentation is complete, secure, and prepared for internal/external audits and HDB inspections.
• Maintain strict data confidentiality while identifying process gaps and recommending improvements across financial, contractual, and operational workflows.

5. Operational Support

• Work closely with the Resident Manager and operations team to support the smooth day-to-day running of the JSS-OR site.
• Provide timely financial and administrative information to support operational decision-making.
• Execute ad-hoc reporting, data analysis, and cross-functional coordination to ensure all administrative and financial matters are completed efficiently.

Requirements

• Higher Nitec or Diplomain Accounting, Finance, Business Administration or a related discipline.
• Preferably 1 to 2 years of relevant experience in finance, accounting and administration. Fresh graduates are welcome to apply.
• Experience in managing a full set of accounts would be an advantage.
• Experience in contract administration, vendor management or working in a project / site-based environment would be advantageous.
• Proficient in Microsoft Office, particularly Excel, and familiar with accounting systems. Knowledge of QuickBook or similar accounting software will be an advantage
• Good knowledge of Singapore accounting and statutory requirements.
• Strong organisational skills with attention to detail and accuracy.
• Good written and verbal communication skills.
• A strong team player who works collaboratively with colleagues and stakeholders.
• Comfortable working in a dynamic environment and able to adapt to changing needs and circumstances.