Admin and Accounts Coordinator
Position Type: Full Time, Temporary Employee (Maternity Cover)
Work Location: Tanjong Pagar, Singapore (On-site)
Reports to: Business Admin Manager
Dates of employment: May 2024 - September 2024
The Admin & Accounts Coordinator will be an employee of Move Repeat Pte. LTD, (STRONG Pilates, Yoga Movement Pte. Ltd) and will oversee all the entites under this holding company.
The Admin & Accounts Coordinator role is a vital support role contribuing to the efficient and optmized operation of our HQ office and studios. This role provides support for day-to-day studio management through organizatonal duties, accounts payable and receivable functonality, insurance, and admin assistance, with visibility into business operations and office administration.
This position will be a 5-month maternity leave cover.
This job is for you if you have the following skill set;
• Basic accountancy knowledge
• Good understanding of bookkeeping procedures
• Exceptional attention to detail and accuracy
• Ability to maintain confidentiality
• Database management
• Problem solving skills
• Superb organizational and time management abilities
• Great collaboration and communicatioon skills
• Proficiency with Microsoft Office
• Hands-on experience with accounting software, like XERO will be preferred.
Accounts Payable:
The role of the Admin & Accounts Coordinator will be to provide administrative and clerical support to the organization. The role will include completing payments and controlling expenses by receiving payments, plus processing, verifying, and reconciling invoices.
• Ensure payment of invoices on due dates.
• Ensure accurate paperwork, coding, and approval of invoices.
• Setting up rental payments monthly and managing lease renewals timelines • Processing transaction on XERO (including GIROs)
• Maintain the electronic invoice portal on XERO.
• GL vs SL reconciliation of payable accounts
• Accounts Payable Aging schedules
• Updating all relevant master files to track spends for Suppliers. Especially Master lease
• Lease master update on renewals
• Change of use applications for new locations
• Process refunds (following appropriate approvals)
• Ensuring royalty payments are made on time with supporting documents from the
Business Admin Manager.
• Process and make payments for Withholding Tax.
• Petty cash management and reconciliation – café
• Setup team with bank access and Credit Cards
• Ensure rejected salaries are reported to the Business Admin Manager before the end of the month.
Accounts Receivable:
Collect the correct amounts from clients within the appropriate timelines and provide the necessary support to the ops team throughout those processes.
•Processing, verifying, and posting receipts for services rendered on XERO.
•Work with 3rd Party booking systems to finalise payments following monthly reconciliations.
•Set-up and follow-up on 3rd party issues and payments
•Credit control and management of unpaid invoices
•Maintain the electronic invoice portal on XERO.
•GL vs PL reconciliation of receivable accounts
•Accounts Receivable Aging schedules
•Consolidating Ezypay
•Follow-up on all deposits weekly
•Grant research and assistance on what is available
This role will assist the Business Admin Manager to finalise key financial information around end of month reporting for all studio locations. This includes:
•Timely submission of AP and AR documentation for month end to Accountants.
•Verifying all AP and AR transactions on the DBS bank account
• Manage collection/payment activities such as sending follow-up inquiries monthly.
•Reconcile and record credit-card transactions on XERO.
•Pull together and record Petty cash transactions on XERO.
•Other reporting and analysis as and when requested by the operations and/or finance team.
•Member account management – including liaising with clients regarding their refunds, their events, and other queries that they may have.
•Utilities billing and payments
•Provide recommendations to the management and operational team to improve systems and processes.
•In-studio operational shifts for hands on feedback and trainings
• Follow up on all issues as identified by Managers.
•Assist with Audit queries as and when required.
The role of the Admin & Accounts Co-ordinator will be to ensure the smooth office operations. This will include:
•Administering Corp pass, MOM, MOH and other government accesses
•Controlling correspondence, designing filing systems, and monitoring clerical functions.
•Holder and responsible for all original share certificates
•Managing incoming mail
•Ordering stationery, IT equipment and office supplies on a timely basis.
•All other procurements related to office and studios.
•Development of documentation for new studio administrative needs
•Liaise with the HR Manager to set up and order office equipment for new starters.
•Assisting Growth Team with their admin queries and request
•Additional administrative assistance as necessary
•Organise office and F&A dept meetings and gatherings.
If you are interested in this role, please apply here or email our HR department: [email protected] with your resume and earliest possible start date.
