Admin & Accounts Executive

About the company

Rolen Maritime Holdings Pte. Ltd. is seeking a detail-oriented, responsible and proactive Admin & Accounts Executive to support the daily operations of our Singapore office.

Your tasks

The role covers general office administration, basic accounting and bookkeeping, cash management, accounts receivable and payable, and business coordination. The successful candidate will also assist with the administrative and financial records of the company's investment entities and single-ship companies.

You will work closely with colleagues in Singapore and China, customers, suppliers and external professional service providers to ensure accurate record-keeping, timely follow-up and smooth daily operations.

1. Finance & Accounts

• Handle daily cash and payment transactions for the company's investment entities and single-ship companies, maintaining separate records for each entity.
• Record daily income, expenditure and inter-company transactions accurately in accounting systems and financial spreadsheets.
• Prepare invoices, receipts and customer statements, and follow up on outstanding payments and accounts receivable.
• Verify supplier invoices, payment requests and supporting documents, and monitor accounts payable and payment schedules.
• Perform regular bank reconciliations, review bank statements and follow up on discrepancies.
• Process staff claims, petty cash transactions and routine operating expenses in accordance with company procedures.
• Ensure all payments are supported by appropriate documentation and approved by authorised personnel before execution.
• Maintain clear records of inter-company transactions, shareholder loans, payments made on behalf of other entities and vessel operating expenses.
• Organise and maintain financial records, payment vouchers, bank statements and supporting documents.
• Liaise with external accountants and provide the necessary information for CPF submissions, month-end and year-end closing, tax filings and annual audits.

2. Office Administration & Business Support

• Manage daily office administration, including incoming and outgoing correspondence, telephone calls, document preparation, office supplies and general office maintenance.
• Handle routine business correspondence in English and Chinese, including communications with customers, suppliers and colleagues.
• Coordinate daily business matters between the Singapore office and the company's Shanghai office.
• Assist with customer enquiries, quotations, purchase orders, sales contracts, procurement arrangements, delivery schedules, logistics and related documentation.
• Maintain customer and supplier records, quotations, contracts, purchase orders and business tracking spreadsheets.
• Assist with the administration of investment entities and single-ship companies, including company registration and renewal documents, vessel-related contracts, insurance records, vessel registration documents and other corporate records.
• Coordinate with banks, corporate secretarial firms, accountants, auditors, lawyers and other external service providers on documentation, KYC requirements, corporate information updates and annual filing matters.
• Maintain an organised filing system for contracts, corporate documents, administrative records and business correspondence, ensuring accuracy and confidentiality.
• Assist in arranging meetings, customer visits, video conferences, business travel and reception arrangements, and follow up on agreed action items.
• Maintain task lists and follow up on outstanding matters, deadlines and pending documentation, reporting significant issues or delays to the person in charge.
• Provide administrative support for employee onboarding, offboarding, attendance, leave records and personnel documentation.
• Assist in updating the company's website, company profile, product information and other business materials.
• Perform other reasonable administrative, accounting and business support duties as assigned by the person in charge.

3. Work Standards & Responsibilities

• Maintain accurate, complete and up-to-date financial and administrative records.
• Follow established approval procedures and ensure that payments are authorised by the appropriate personnel before execution.
• Maintain strict confidentiality of company financial information, bank records, customer information, investment projects and commercial agreements.
• Do not make unauthorised commitments concerning pricing, payments, contractual terms or other significant business matters.
• Manage daily tasks independently, monitor deadlines and follow up proactively on outstanding matters.
• Report urgent issues, discrepancies and potential risks promptly to the person in charge.
• Communicate and coordinate effectively with colleagues and external parties in Singapore and China.

Role Scope & Development This position focuses on daily bookkeeping, cash management, office administration, documentation and business coordination.

Financial statement preparation, tax filings and audit-related professional work will be supported by external accountants and relevant professional service providers. The successful candidate will primarily be responsible for maintaining accurate records, preparing supporting documents, performing checks and coordinating follow-up matters.

Requirements

• Diploma or higher qualification in Accounting, Finance, Business Administration, Business Studies or a related discipline is preferred.
• Relevant experience in administration, basic accounting, bookkeeping, cash handling or business support is an advantage.
• Able to communicate effectively in English and Chinese for routine business correspondence and coordination with customers, suppliers and colleagues in Singapore and China.
• Proficient in Microsoft Office applications, particularly Excel, Word and Outlook.
• Familiarity with accounting software is an advantage.
• Good attention to detail, integrity, organisational skills and time management.
• Able to work independently, handle multiple tasks and follow up on matters in a timely and systematic manner.
• Willingness to learn new business processes and undertake a combination of administrative, accounting and business support duties.
• Experience in Singapore corporate administration, finance or international trade is an advantage.
• Maritime or shipping industry experience is not required.

We welcome applicants who are responsible, trustworthy, detail-oriented and proactive, with a willingness to learn and contribute to an efficient and well-organised working environment.

What we offer

With experience and demonstrated performance, the candidate may progressively take on broader responsibilities in financial coordination, corporate administration and operational support for the company's investment entities and shipping-related businesses.

How to apply

Application: Interested applicants may submit their applications through MyCareersFuture, including their relevant qualifications, work experience and expected salary.

Other

Admin & Accounts Executive *Job Type: Full-Time Work Location: International Plaza, Singapore Monthly Salary: S$2,800 – S$3,200, depending on relevant experience and skills Working Days: Monday to Friday Working Hours: 9:00 AM – 6:00 PM Expected Commencement Date:** January 2027