Finance cum Admin Executive

2 weeks ago

Central Region, Singapore Hovi Care (Singapore) Pte Ltd Full time $40,000 - $60,000 per year
Job Purpose:

To ensure the smooth and efficient operations of the Senior Care Centre by managing both administrative and financial tasks. The role supports the Centre Manager in day-to-day operations, billing and claims processes, procurement, and ensures compliance with reporting standards. This dual-function position plays a crucial role in ensuring the delivery of quality services and operational sustainability.

Key Responsibilities:

1. Administrative Operations

  • Serve as the first point of contact at the centre, handling walk-ins, phone calls, and general enquiries.
  • Maintain accurate and up-to-date client records in client management systems (e.g., CRM).
  • Provide administrative support to programme and care staff, including documentation, leave tracking, and scheduling.
  • Coordinate logistics for centre activities, transportation, and vendor services.
  • Support centre audits, licensing renewals, and documentation reviews.

2. Finance & Billing Support

  • Prepare and issue monthly invoices to clients and/or their families.
  • Process and submit government claims and subsidies (if required) in a timely and accurate manner.
  • Monitor outstanding payments and follow up with clients or caregivers on billing matters.
  • Reconcile daily collection and assist with monthly financial reporting and budgeting.
  • Work closely with the HQ Finance team or an outsourced accounting partner to support audit readiness and financial compliance.

3. Procurement & Inventory Management

  • Source, request, and track quotations for goods and services in accordance with procurement policy.
  • Process purchase requisitions and ensure proper documentation and approvals.
  • Maintain records of centre assets, supplies, and consumables, and monitor stock levels.

4. Reporting & Compliance

  • Compile and submit regular reports to management, government agencies (e.g., AIC, MOH), and funders as required.
  • Ensure proper filing and data protection in accordance with PDPA and organisational SOPs.
  • Support preparation for audits, inspections, and compliance reviews.

5. Team & Centre Support

  • Assist in the coordination of centre-wide events, training sessions, and stakeholder meetings.
  • Support volunteers, therapists, and service partners with administrative needs.
  • Maintain a positive and collaborative working relationship with all stakeholders, including clients, caregivers, vendors, and staff.

6. Other Duties

  • Undertake any other tasks or responsibilities as assigned by the Centre Manager, Reporting Officer, or Senior Management.
Qualifications & Requirements:
  • Diploma in Business Administration, Accounting, Finance, Healthcare Management, or equivalent.
  • At least 2 years of experience in an administrative or finance role, preferably in the community care, healthcare, or social services sector.
  • Proficient in MS Office (Excel, Word, PowerPoint) and familiar with accounting systems or client databases (e.g., QuickBooks).
  • Strong attention to detail, organisational skills, and ability to manage multiple tasks effectively.
  • Good interpersonal and communication skills; able to engage with elderly clients and caregivers with empathy and professionalism.
  • Knowledge of claims processes and basic accounting principles is an advantage.

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