The posting
About Us
Acestes Pte Ltd is a homegrown Singaporean security agency providing physical security, private investigation, training, and consultancy services to condominiums, commercial buildings, and major events like the F1 Singapore Grand Prix.
We are looking for a hands-on and trustworthy Office Manager to run our office operations while taking ownership of day-to-day finance functions and providing administrative HR support. This is a varied role suited to someone who is comfortable with numbers, systems, and wearing multiple hats in a lean team.
Role Summary The Office Manager will be responsible for the smooth running of the office, hands-on execution of the company's finance operations (AP, AR, cashflow), and administrative support across HR. You will work closely with the company's external accountant and be a key support to the team.
Key Responsibilities
Finance (core, hands-on)
- Handle full accounts payable: process invoices and purchase orders, verify documentation, schedule and execute payments, and reconcile vendor statements
- Handle accounts receivable: issue invoices, track receivables, follow up on outstanding payments, and reconcile customer accounts
- Prepare and maintain cashflow projections and monitor cash position; flag funding or collection issues to management
- Perform bank and account reconciliations, and maintain accurate records of all transactions
- Prepare monthly management accounts and simple financial reports for internal review
- Liaise with the external accountant on the preparation of financial statements, and support audit and tax filing preparation
- Maintain the general ledger and ensure proper documentation and filing of financial records
- Manage petty cash and office expense budgets
- Any other duties or tasks as assigned by the Management from time to time.
HR (support level)
- Support onboarding and offboarding logistics (documentation, workstation setup, access)
- Maintain employee records and HR documentation in line with MOM requirements
- Assist with leave tracking, claims administration, and payroll inputs
- Coordinate training arrangements and maintain training records
- Support recruitment logistics such as interview scheduling and candidate correspondence
- Any other duties or tasks as assigned by the Management from time to time.
Office Management
- Manage daily office operations, including supplies, equipment, and workspace upkeep
- Coordinate with building management, vendors, and service providers
- Handle office administration such as mail, courier services, filing, and documentation
- Organise company events, meetings, and travel arrangements as needed
- Ensure compliance with workplace safety and health requirements
- Serve as the main point of contact for office-related queries and issues
- Any other duties or tasks as assigned by the Management from time to time.
Requirements
- Diploma or degree in Accounting, Finance, Business Administration, or a related field
- 2-3 years of hands-on experience in AP/AR, bookkeeping, or finance operations; experience in an office management or admin role is an advantage
- Familiar with accounting software and proficient in Microsoft Excel
- Working knowledge of basic HR administration and MOM employment practices
- Strong numerical accuracy and attention to detail
- High level of integrity and discretion in handling confidential information
- Organised, self-driven, and able to work independently in a lean team
- Good communication and interpersonal skills
What We Offer
- Competitive salary commensurate with experience
- A collaborative and supportive work environment
- Opportunities for growth and professional development
How to Apply Interested candidates are invited to submit their resume and a brief coverletter to [email protected] with the subject line "Application for OfficeManager – [Your Name]". We regret that only shortlisted applicant will be notified.
