Accounting & Operations Officer

Job Opportunity: Accounting & Operations Officer

Location: Singapore
Position Type: Full-Time

About the Role

We are seeking a highly detail-oriented and proactive Accounting & Operations Officer to support a wide range of administrative, finance, and operational tasks across our regional AV businesses in Singapore and Malaysia. This role is key to maintaining the efficiency and accuracy of our finance and operations functions and ensuring timely coordination across teams and suppliers.

Key Responsibilities

Sales Support

• Maintenance of key trackers (e.g., project status, inventory, order, collection forecast, repair/aftersales tracker, etc)
• Creation of project specification presentations
• Price master file maintenence on our billing system
• Lead/pipeline tracker management
• Project scheduling file review against key documents (e.g., delivery notes)
• Issue receipts for collections, update the collection on various relevant systems, trackers
• Remind sales team of upcoming collections

Transactional Bookings & Record-Keeping

• Independently and accurately monitor, review, record transactions across entities (e.g., AV Intelligence Singapore, AV Intelligence Malaysia)and key suppliers of the Company
• Manage local and overseas payment bookings and monitoring goods to be received
• Raise and track purchase orders (POs), ensuring timely status updates
• Align delivery dates with tax invoice issuance and manage exceptions
• Maintain project trackers for margin analysis, costing, and status

Tax Invoicing & Billing

• Raise tax and proforma invoices using Xero and our internal sales order system
• Reconcile physical stock cards and apply prepayments accurately
• Ensure alignment of invoice data with physical delivery notes

Reporting & SOP Management

• Create reports for tax filing and maintain associated trackers
• Maintain weekly reports including project status, master stockcard, and collections
• Prepare monthly summaries for pay settlement
• Propose, create, update, and organize Standard Operating Procedures (SOPs) and guidelines
• Prepare employee traning materials of SOPs and guidelines
• Maintain a reference index for all SOPs

Quality Control & Auditing

• Identify and correct transaction errors or omissions
• Conduct reconciliations (e.g., packing list vs. invoice)
• Perform physical stock checks across multiple brands in SG and MY
• Review and correct historical data (FY2020–FY2024), prioritizing accuracy

Communication & Coordination

• Manage communications with suppliers and customers; follow up on outstanding actions
• Manage internal communications to ensure that processes are flowing seamlessly for key procsses
• Summarize outcomes from daily check-in and guidance meetings as required

Supplier Management

• Liaise with key suppliers including freight forwarders
• Obtain and evaluate quotations to ensure cost-efficiency

Employee-Related Admin

• Process employee expense claims
• Maintain records of attendance and leave

Project-Based Responsibilities

• Track deliveries (e.g., cables, equipment) to support accurate billing
• Upload and manage Proforma Invoices (PIs); coordinate payment schedules
• Identify and document opportunities for process improvements
• Track deliveries (e.g., cables, equipment) to support accurate billing
• Redpond to other ad hoc enquiries /issues subject to the nature of projects

Requirements

• Self-driven with ability to meet deadlines independently
• Thoughtful and flexiable working attitude and adaptitblity to change
• Reliable and accountable, with flexibility to take on additional responsibilities
• Strong organizational and communication skills
• Empathetic, collaborative, and a positive team player
• Proficiency in Xero, Billdu, Autocount, Powerpoint and Excel (mandatory)
• High accuracy in data entry, finance records, and reconciliation
• Familiarity with project-based operations and inventory management

Preferred Qualifications

• Prior experience in accounting, sales & operation support, logistics, or project administration
• Familiarity with regional (Singapore/Malaysia) business operations

Working Days: 6 days/week
Benefits: Medical insurance provided
Employment Terms: In accordance with the Singapore Employment Act

To Apply:
Please send your CV and a brief introduction to soo@av-intelligence.com with the subject:
Application – Accounting & Operations Officer