The posting
Key Responsibilities
1. Administrative Support
- Manage and organise digital files and documents, ensuring easy accessibility and proper version control.
- Regularly clean up and maintain shared digital folders to ensure a streamlined and clutter-free workspace.
- Prepare, format, and edit documents, presentations, and reports as required.
- Handle general email correspondence and enquiries, directing them to the appropriate team members.
- Assist with data entry and maintain various databases and spreadsheets.
- Coordinate and schedule internal and external meetings, including sending invitations and managing RSVPs.
- Take accurate meeting minutes and distribute them promptly.
2. Membership Management
- Efficiently manage requests for renewals and enquiries.
- Regularly review and clean up outdated or inactive membership records to maintain an accurate and organised database.
- Handle backend membership systems (e.g., Glue Up), including updating records, troubleshooting issues, and generating reports when needed.
3. Finance & Accounts Administration
- Assist with processing and tracking invoices, payments, reimbursements, and expense claims.
- Maintain accurate financial records, payment trackers, and supporting documentation.
- Liaise with external accountants and vendors on invoices, payment status, and outstanding balances.
- Support monthly payment processing by compiling invoices and preparing payment documentation for review and approval.
- Assist with payroll administration, including maintaining payroll records, compiling relevant information, and coordinating with the appointed accountant.
- Support basic financial reconciliation, expense tracking, and preparation of financial reports when required.
- Ensure financial documents are properly organised and submitted in accordance with internal procedures.
4. Communication & Coordination
- Serve as a primary point of contact for internal and external stakeholders for administrative matters.
- Facilitate effective communication flow within the team, including sharing updates and announcements.
- Assist in coordinating team events, virtual gatherings, or physical meetups in Singapore (infrequently).
5. Travel & Logistics (Occasional)
- Assist with simple travel arrangements (flights, accommodation) and visa applications for team members when required.
- Process and compile expense reports and invoices, ensuring adherence to company policies.
6. Ad-Hoc Projects
- Undertake special projects and ad-hoc tasks as assigned by management.
Requirements
- Experience: Proven experience (minimum 1–2 years) as an admin & finance executive or in a similar role.
- Technical Proficiency:
- Highly proficient in Google Workspace (Docs, Sheets, Drive, Calendar) and Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Strong familiarity with communication and collaboration tools (e.g., Google Workspace, Zoom). Experience with accounting software such as Xero is a strong advantage. Experience with project management software is a plus. AI Tools: Interest in and some hands-on experience using AI tools to improve productivity, streamline administrative tasks, and support day-to-day work.
- Organisational Skills: Exceptional organisational and time management skills, with the ability to prioritise tasks and manage multiple projects simultaneously.
- Communication: Excellent written and verbal communication skills in English, with a keen eye for detail and accuracy.
- Proactiveness & Independence: Ability to work independently with minimal supervision, take initiative, and solve problems proactively.
- Adaptability: Comfortable working in a fast-paced, evolving environment and adapting to new tools and processes quickly.
- Discretion: High level of professionalism and discretion when handling confidential information.
Personal Attributes
- A good, positive, and humble attitude with a willingness to learn.
- Ability to work independently and collaboratively as a good team player.
- Good organisational skills and ability to prioritise tasks.
- Creative thinking abilities and problem-solving skills.
- Ability to effectively manage multiple projects in a fast-paced environment.
DBCS Benefits
- 5-day work week (Monday to Friday).
- Work-life balance.
- Opportunities for professional development and growth.
- A collaborative and supportive company culture.
To Apply
Please submit your resume and a cover letter outlining your relevant experience and why you are interested in an Admin & Finance Executive role with DBCS.
In your cover letter, please highlight your experience with administrative work tools, organisational skills, and ability to manage your time effectively.
