Finance & Operation Admin Executive will support both the finance and operations functions of the organization by handling day-to-day administrative tasks, ensuring smooth operational workflows, and maintaining accurate financial records. This role is ideal for someone who is detail-oriented, proactive, and able to manage multiple tasks in a fast-paced environment. The ideal candidate will possess a solid understanding of basic financial processes and operations, with strong organizational and communication skills.
Key Responsibilities:
- Finance Management:
- Prepare and oversea monthly full set of accounts
- Manage day-to-day accounting tasks such as processing payments, AP invoice posting, journal entries, monthly schedules, bank statement reconciliations, and staff reimbursements
- Assist in monitoring accounts payable
- Prepare monthly Account Receivable statement and collection
- Perform credit check for new customer
- Prepare weekly sales report
- Prepare monthly financial reports and reconciliations.
- Bank Reconciliation:
- Perform regular bank reconciliations and assist in maintaining accurate financial records.
- Financial Documentation & Filing:
- Maintain accurate and organized financial records.
- Ensure compliance with internal financial controls and regulatory standards.
- Tax & Compliance and Audit Support:
- Assist in preparing necessary documentation for tax filings, audits, and other regulatory requirements.
- Ensure that company financial records comply with all relevant local, state, and federal regulations.
- Budgeting & Forecasting Support:
- Assist in preparing budgets and financial forecasts.
- Track departmental expenditures against the budget and highlight any discrepancies.
Operations & Admin Responsibilities:
- Employee Onboarding & Offboarding:
- Assist with employee onboarding & offboarding, including documentation and induction processes.
- Employee Records & Documentation:
- Maintain and update personnel files and HR documents, ensuring compliance with labor laws.
- Coordinate with relevant departments to ensure employee data is current and accurate.
- Sales order process:
- Oversee Sales order process team
- Provide and assist on Sales order process to backup Sales support when request
Qualifications:
- Education:
- Diploma or Degree in Accounting, Business Administration, or a related field
- Experience:
- Minimum 3 years of experience in a full set of account, operations, or administrative roles.
- Skills:
- Strong understanding of basic accounting principles and financial processes.
- Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and financial software Accpac Sage.
- Excellent organizational and multitasking skills.
- Strong attention to detail and problem-solving abilities.
- Effective communication skills and the ability to work collaboratively.
- Ability to handle confidential information with discretion.
Key Competencies:
- Time Management: Ability to prioritize tasks and manage time efficiently in a fast-paced environment.
- Team Player: Collaborative and able to work well with different departments.
- Adaptability: Flexible in response to changes and able to work under pressure.
- Attention to Detail: High level of accuracy in financial and Operations admin records.
- Confidentiality: Maintain discretion and confidentiality, especially in handling sensitive employee information.
