DESCRIPTION:We are seeking a Senior Finance & Admin Executive to join our Finance / Operations department at PRecious Communications Pte. Ltd. In this role, you will be responsible for overseeing financial activities, managing administrative tasks, and ensuring operational efficiency within the organization. The incumbent will report to both the Market Lead and the Finance Manager (HQ)
**Admin Duties**:
- Answer incoming calls, attend to visitors, filing, distribution of mail
- Handle meeting arrangements between Precious and visitors (meals or drinks with clients, prospects, etc)
- Support on corporate functions (Company Dinner, Hari Raya, Christmas, etc.)
- Reach out to multiple vendors for procurement purposes (e.g quotation comparisons from insurance providers)
- Manage office leases (including liaising with co-work space personnel and sorting out of documentation)
- IT Management: Basic troubleshooting, sourcing of equipment/peripherals like laptops, mouse, keyboards, etc
- Office equipment maintenance - e.g., printer, office phone
- Printing / replenishment of name cards
- Order stationery (e,g company stamp, printing paper, etc) and pantry items
- Arrangements on hotel, accommodation, and transportation (flights, train or operational cars) for work related travels
- Personal Assistant to Market Lead
**Finance Duties**:
**Accounts Payable (AP)**
- Cash Advance receipts check and consolidations
- Consolidation of invoices to be submitted to Finance HQ (including NPWP and Fakthur Pajak as required). Ensure all information include bank details are mentioned on invoices Staff Expenses Claims - To ensure all supporting documents are submitted via the accounting software
- **Accounts Receivable (AR)**:
- **Coordinate with team managers for Scopes of Work and Finance HQ for contract preparation including approval**:
- **Ensure client onboarding forms are duly filled out (ensure NPWP card and numbers are given by clients)**:
- **Vendor registration with clients (as required)**:
- **Ensure supporting documents such as Fakthur Pajak (from Precious) and Proof of withholding taxes (WHT) deduction (from clients) are saved on accounting software invoice module**:
- **Ensure invoices are paid on time by clients or otherwise make arrangements with Client Services Director regarding continuation of the client programme (e,g to pause)
**Other Duties**
- Liaising with bank as required
- Preparation of legal documents, as required (including filing and payment of stamp duties)
- Close co-ordination with local accounting administrator on finance matters (non-payroll).
- Close co-ordination with Finance and HR HQ regarding new employees and registration of government related matters (e.g BPJS - social and health insurance)
- Assist Finance Manager with financial reports for presentation to management
- Duties as assigned by Client Services Director or team managers
- Prepare market P&L
- Update cash flow
- Update credit control for the whole Precious
- Update QRF (Expenses part)
**REQUIREMENTS:Requirements**:
- Diploma or Degree holder
- Minimum 2 - 3 years' relevant experience
- Experience in Finance, Accounts Payable and Receivable
- Ability to work with multiple teams as a shared resource
- Good communication skills including proficiency in English and Bahasa are necessary when liaising with international stakeholders
- Can work in a fast-paced environment, experience in public relations or advertising agencies would be advantageous
- Proficient in Microsoft Word, Excel, and PowerPoint
- A team player