Admin & Accounts Executive

2 weeks ago

Central Region, Singapore Only (Singapore) Pte Ltd Full time $40,000 - $60,000 per year

We are seeking a meticulous and dependable Administrative Executive to support the operational and administrative functions across our aesthetics group.

This role is central to maintaining accurate records, facilitating internal processes, and providing cross-outlet administrative coordination.

You will also serve as the key liaison between directors, staff, and outlet teams for various support tasks—including commission tracking, HR records verification, and supply logistics.

Key Responsibilities:

Sales & Commission Administration

  • Calculate and prepare team incentives, outlet sales commissions, and performance bonuses on a monthly basis, based on timelines set by management.
  • Manage and update various individual sales and service commission schemes, which may vary per staff, role, product, or service line.
  • Administer overriding commission structures for outlet managers and team leads.
  • Track and process lead commissions, product-specific incentives, and treatment-based rewards.
  • Support any new or evolving commission schemes introduced by management to ensure continuity and accuracy.
  • Pro-rate service commissions for all aesthetic staff based on leave and medical records tracked via Infotech, in line with the monthly cut-off timeline.

HR & Attendance Coordination (Infotech System)

  • Conduct monthly checks to match Infotech leave records with actual attendance logs to ensure salary and commission accuracy.
  • Cross-check daily attendance logs against leave and time-off records in Infotech to ensure accuracy for monthly payroll.
  • Verify that time-off taken does not exceed OT hours earned from the previous month.
  • Liaise with staff and Accounts directly to resolve discrepancies, request supporting documents, or coordinate edits in the system.

Outlet & Operations Support

  • Deliver products and supplies to outlets when required.
  • Liaise with vendors for procurement of packaging materials, office consumables, and retail items.
  • Assist with sourcing alternative materials when requested.
  • Maintain up-to-date inventory records in the company's CRM system and Google Drive for both office and outlet supplies.

General Administrative & Operations Support

  • Provide full administrative and operational support to directors and management on all work-related matters, including overseas correspondence and coordination, when required.
  • Manage day-to-day office communications, including handling of emails, letters, phone calls, courier arrangements, and any internal or external documentation.
  • Assist in reviewing and following up on:
  • Monthly outlet claims, such as pantry, medical, and operational expenses
  • Off-day tracking and unpaid leave records to ensure accurate alignment with HR logs
  • Salary or commission-related clarifications and outlet staff enquiries
  • Support all other administrative and operational matters as assigned to ensure the smooth functioning of the business across all locations.

Requirements:

  • Diploma in Business Administration or a related field.
  • Minimum 1 years' experience in administrative, HR coordination, or operations support roles.
  • Proficient in Infotech HR system, CRM platforms, Google Workspace, and Microsoft Office.
  • Strong attention to detail, time management, and multitasking skills.
  • Ability to manage confidential information with discretion.
  • Highly organized, responsible, and proactive in communication and task execution.

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