The Finance and Centre Administrator will manage the financial activities and provide administrative support to ensure the smooth and efficient operations of the centre.This role includes overseeing financial transactions, maintaining accurate records, supporting budgeting and ensuring compliance with financial policies. Additionally, the role requires handling general administrative tasks and supporting centre staff as needed.

Job Scope:

Accounts Receivable (AR) & Accounts Payable (AP)

• Invoice clients on a daily, monthly and by term basis 
• Reconcile payment records against client invoices and bank statements via Xero.
• Follow up on outstanding payments via Email, WhatsApp and phone call
• Monthly payments set up for utilities, consultants, and other ad hoc expenses as required
• Extract listing of invoices from Clinico system that are due for SST payment by applying SST exemption and sending them to the accountant to make payment bi-monthly  
• Review and process employee reimbursements or claims while promptly identifying and addressing any account discrepancies. 
• Maintain and reconcile general ledger accounts, Bank Reconciliation and preparing monthly financial reports for management review.
• Maintain organised records of invoices, tax payments, and other financial documents to support compliance and audit requirements.
• Assist in preparing and monitoring budgets and forecasting financial needs.
• Ensure compliance with financial policies and procedures, including recordkeeping, invoicing, and reporting requirements.
• Support the preparation of financial audits by maintaining comprehensive records and assisting accountants and auditors as needed. 
• Assist in communication with the bank for any banking-related matters

Administrative Support

• Oversee and manage centre resources, including office supplies, equipment maintenance, and overall facility management to ensure efficient operations. 
• Respond to client inquiries via Finance Email, Zendesk, and Finance WhatsApp
• Assist in preparing documentation to facilitate clients’ insurance claim according to the insurance’s requirements
• Provide support to the administrative team in day-to-day tasks and projects, fostering a collaborative working environment. 
• Handle inquiries and provide customer service support for centre visitors, staff and external stakeholders, ensuring a positive experience.
• Schedule meetings, organize centre events, and assist in managing the centre’s calendar.
• Maintain accurate and organized records, including files, contracts, and other documentation.
• Develop and implement processes to improve centre operations and enhance overall efficiency to ensure that the centre runs smoothly and efficiently.
• Address facility issues and liaise with vendors and service providers as needed.

Minimum Requirements:

• Education: Bachelor’s degree in Finance, Accounting, Business Administration, or a related field.

• Experience: Minimum of 2-3 years of experience in finance, accounting, or administrative roles. Experience in a centre, school or facility-based environment is preferred.

• Skills:
  
  • Strong proficiency in financial software (e.g., SQL, Xero) and Microsoft Office Suite (Excel, Word, Outlook).
  • Excellent organizational and time-management skills, with attention to detail.
  • Strong interpersonal and communication skills, both verbal and written.
  • Ability to handle sensitive information with confidentiality and professionalism.
  • Knowledge of financial regulations and compliance standards is a plus.

Working Conditions:

• This position is based on-site, with standard working hours. Occasional flexibility may be required to support centre events or manage urgent administrative needs.

Application Instructions:

Interested candidates should submit a resume to hr.theenergysource@gmail.com.