Accounts Executive

Acreditation Institution

3 months + 3 months contract renewable Salary: $3400 max 5 days work week 9am - 6pm Location: Cecil Street

Job Scope:

1. Accounts payable and payment approvals

• Process AP payments in line with approved limits and internal controls.
• Route invoices and payment vouchers to Business Partners and council/board members for approval, and follow up proactively so payments are approved on time.
• Track outstanding approvals and escalate delays that may affect payment deadlines or vendor relationships.
• Check that supporting documents (invoices, POs, delivery confirmations) are complete before payment is released.
• Prepare payment batches and support the payment run on the banking platforms.

1. Business Partner queries

• Act as the first point of contact for Business Partners on the status of invoices and payments.
• Respond to queries promptly and accurately, and resolve or escalate discrepancies (e.g. missing invoices, short payments, duplicate billing).
• Keep a clear record of query status and turnaround times.

1. DCA forms

• Send out, collect and track DCA forms, making sure they are completed, signed and updated whenever there are changes in approvers or authority limits.
• Maintain a current register of DCA forms and approval limits for each entity.
• Obtain signatures from the required council/board members.

1. Bank mandates and council/board changes

• Prepare and update bank forms (e.g. account mandates, authorised signatory changes, online banking access) for all three entities.
• Whenever council or board membership changes, collect the required KYC documents from new members (e.g. passport, NRIC/ID, proof of address and relevant resolutions) and handle them securely.
• Liaise with our operating and fixed deposit banks and finance to submit documents and complete mandate updates.
• Follow up with banks until changes are confirmed and keep an up-to-date record of authorised signatories per bank and entity.
• Support the placement, renewal and documentation of fixed deposits as needed.

1. Corporate card and YouBiz card administration

• Assist in management of the issuance, cancellation, limit changes and renewal of corporate cards and YouBiz cards.
• Collect monthly card statements and supporting receipts, reconcile transactions and follow up with cardholders on missing documents.
• Monitor card usage against policy and flag exceptions to the Finance Manager.

1. General finance administration

• Maintain orderly filing (physical and digital) of AP records, DCA forms, bank documents and KYC records, in line with company's data protection and confidentiality requirements.
• Support month-end closing, audit requests and ad hoc Finance projects.
• Perform other duties as assigned by the Finance Team.