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Accounts and Admin Executive

4 months ago

Singapore PARADOX CLARKE QUAY PTE. LTD. Full time
The main responsibilities and tasks of this position are listed as, but not limited to the following:

Part 1:
Administrator (Confidential role)

  • Assist the Director of Finance & Business Support in the general administration of the Finance Department.
  • Take charge and stamp all incoming mail before directing to the sections concerned.
  • Take down minutes of finance meetings and prepare correspondence.
  • Assist and maintain proper record of Critical Date List, which include licenses/permits as well as contracts and other key hotel documents and ensure timely renewals.
  • Sort and route outgoing documents for the relevant authorities to sign (eg. cheques, purchase orders).
  • Keep and maintain a proper filing system & records for
  • Internal the general files of the Director of Finance & Business Support and the Finance Department.
  • External liaise and coordinate the sending & retrieving of documents with the document storage company, Data Depot.
  • Disseminate relevant information to all sections of the Finance Department.
  • Monitor the usage and upkeep of office equipment such as photocopier machines, fax machines, shredder, etc.
  • Manage and maintain the attendance record in Time Management System for the Finance Department.
  • Replenish and maintain all office supplies, including Forms, stationery, etc.
  • Any other adhoc duties as and when assigned by the Management.

Part 2:
General Cashier

  • Ensure that daily collections are submitted by all Front Office and Food & Beverage Cashiers on duty either personally, via the Cash Recycling machine or through Drop Safe.
  • Perform daily verification of the total inventory in the Cash Recycling Machine and General Cashier's cash float.
  • Perform surprise Cash counts of the Emergency floats.
  • For manual submission (if Cash Recycling Machine is outoforder), to ensure that all collections are properly placed in sealed Cashier's envelopes and witnessed by a Front Office staff in accordance with the Finance Policy. Retrieve Cashiers' envelopes from Drop Safe in the presence of a witness. Count the number of envelopes to make sure it tallies against the remittance control sheet. Any discrepancy should be reported, followed up and resolved immediately.
  • Keep total daily collections in the General Cashier's safe after counting. File cashiers' envelopes with General Cashier Report for the Accountant's verification.
  • Prepare the General Cashier's Report and journal for posting into General Ledger daily.
  • Prepare deposit slips and go to the bank regularly to bankin of collections accompanied by Security.
  • Submit Petty Cash Replenishment Report to the Accountant for verification. Forward the Petty Cash Replenishment Report to the AP Executive for him/her to replenish the float.
  • Issue cash float, set up thumb print & password in the Cash Recycle Machine for new TMs after obtaining approval from the Director of Finance & Business Support. Submit payment voucher to the AP Executive for him/her to replenish the float.
  • Manage and monitor Cash Recycle Machine users are existing staff and removed user who has resigned. Ensure float is returned on their last working day.
  • Purge cash in Cash Recycle Machine and General Cashier's Safe for surprise count witness by Accountant.
  • Prepare monthly Balance Sheet Reconciliation for House Bank and Cash Overage/Shortage Report.
  • Any other adhoc duties as and when assigned by the Management.

Part 3:
Purchasing

  • Sourcing of products requested by department and obtain at least 3 competitive quotes from the suppliers.
  • Check and ensure specifications of characteristics in all products required, keep uptodate file for easy reference and send to suppliers.
  • Prepare comparative analysis of suppliers' prices. To tabulate all quotations and come up with price comparisons across suppliers.
  • Create article code, vendor data and updating of price code in purchasing template and Purchasing system.
  • Sending out of purchase orders (market lists, beverages, and general supplies) to suppliers.
  • Ensure all purchase requisitions and orders are handled on time. Respond immediately to order or supply arising to out of stock, late delivery, and shortage of stock in the market.
  • Perform any other duties as may be assigned by the Purchasing Manager from time to time.