The posting
*CONSTRUCTION /RENOVATION BOOKKEEPER*
Company: DesignCliniq Pte Ltd
Location: AZ @ PayaLebar, Singapore
Nearest MRT:McPherson MRT – Circle Yellow Line
Working Hours:Monday to Friday, 10:00 AM – 7:00 PM | Sat, 10:00 AM – 2:00 PM
Working Days: 5.5days per week
Salary: SGD $3,000 –$4,500 per month, depending on experience and qualifications
*ABOUT THE ROLE*
We are looking foran experienced Bookkeeper to manage the day-to-day bookkeeping and financialrecords for our renovation and construction projects and 5 Singapore entities.
This is a hands-onrole requiring strong attention to detail, good organisation and the ability tomanage multiple projects, payments, invoices and deadlines at the same time.
The successfulcandidate must be able to work independently, follow up on outstanding mattersand maintain accurate records without constant reminders.
*MAINRESPONSIBILITIES*
Customer and ProjectRecords
• Maintain separatefinancial records for each renovation/construction project.
• Record contractvalue, contract number, customer details, project address and payment terms.
• Record deposits,progress claims, retention, payments received and outstanding balances.
• Maintain recordsof approved Variation Orders (VO), including additions, omissions and revisedcontract values.
• Ensure all figuresare supported by approved documents.
Progress Claims andCustomer Invoicing
• Record progressclaims and customer invoices.
• Record claimpercentage, amount before GST, GST, gross amount and retention whereapplicable.
• Record paymentsreceived and outstanding balances.
• Maintain AccountsReceivable records and aging reports.
• Follow up withrelevant team members on outstanding customer payments.
• Prepare and issuequotations and invoices through email or WhatsApp when required.
*Supplier Accounts*
• Record supplierinvoices and supporting documents.
• Check supplierinvoices against quotations, purchase orders, delivery documents or servicesprovided.
• Allocate suppliercosts to the correct project and cost category.
• Identify incorrectpricing, quantities or charges and bring discrepancies to Management'sattention.
• Maintain properrecords of supplier invoices and payments.
SubcontractorAccounts
• Recordsubcontractor quotations, scope of work, contract values and Variation Orders.
• Recordsubcontractor progress claims, previous payments, current claims, retention andoutstanding balances.
• Ensure claims aresupported by the relevant documents.
• Coordinate withProject Coordinators / Interior Designers regarding work completion and paymentstatus.
• The Bookkeeperrecords and maintains the financial information; project/site personnel verifyactual work completion.
Project CostTracking
Maintain projectcosts by project and category, including:
• Materials
• Labour
• Subcontractors
• Delivery
• Disposal
• Transport
• Equipment
• Site expenses
• Otherproject-related expenses
Ensure costs areallocated to the correct project and category.
ProjectProfitability
• Maintain projectcost records.
• Prepare basicproject cost and profitability reports.
• Compare projectrevenue against recorded project costs.
• Highlight unusualcosts, discrepancies or potential cost overruns to Management.
• Assist Managementin identifying projects with significant cost differences.
Bank Reconciliation
• Record andreconcile bank transactions.
• Match customerpayments, supplier payments and subcontractor payments.
• Record bankcharges and other bank transactions.
• Identifyunidentified or unreconciled transactions.
• Follow up andclarify unidentified transactions.
• Do not guess ormake assumptions when transactions cannot be identified.
GST and FinancialRecords
• Record GST basedon approved invoices and supporting documents.
• MaintainGST-related transaction records.
• Reconcile GSTrecords where required.
• Maintain propertax invoices, credit notes, debit notes and supporting documents.
• Flag discrepanciesto Management or the Company's external accountant.
• Follow Managementor accountant instructions regarding GST treatment.
Payment Control
• Record and monitorsupplier and subcontractor payment schedules.
• Maintain a paymentcalendar and remind Management of upcoming payment deadlines.
• Prepare paymentlists and supporting documents.
• Ensure invoicesand supporting documents are attached before payment.
• Record paymentsafter they have been approved and made.
• Follow theCompany's maker-checker payment process.
• The Bookkeeper isnot authorised to approve their own payments.
Monthly BookkeepingReports
Prepare and maintainmonthly reports, including where applicable:
• AccountsReceivable Aging
• Accounts PayableAging
• BankReconciliation
• Customer PaymentReport
• Supplier PaymentReport
• Project CostReport
• ProjectProfitability Report
• GST TransactionListing
• Outstanding VOReport
• Unpaid InvoiceReport
• UnreconciledTransaction Report
• Cash Flow Summary
Documentation andFiling
Maintain completeand organised hardcopy and softcopy records for:
Customer documents:
• Quotations
• Contracts
• Variation Orders
• Progress Claims
• Invoices
• Credit Notes
• Payment Proofs
Supplier documents:
• Quotations
• Purchase Orders
• Supplier Invoices
• Delivery Orders
• Payment Proofs
Subcontractordocuments:
• Quotations
• Scope of Work
• Variation Orders
• Progress Claims
• Supporting SiteVerification
• Invoices
• Payment Proofs
Ensure documents areproperly filed and can be easily retrieved when required.
*FAST-PACED &HIGH-MULTITASKING ENVIRONMENT*
The successfulcandidate must be comfortable working in a fast-paced Singapore SME environmentand handling multiple matters at the same time.
The role requiressomeone who can:
• Manage multipleWhatsApp groups and emails.
• Respond to workmatters promptly and professionally.
• UnderstandSingapore workplace communication.
• Handle multipleprojects, invoices, payments and deadlines simultaneously.
• Organise andprioritise your own workload.
• Re-prioritise workwhen urgent matters arise.
• Coordinate withManagement, HR/Admin, Interior Designers, Project Coordinators, suppliers,subcontractors, customers and banks.
• Work independentlywithout constant reminders.
• Follow up untiloutstanding matters are completed.
• Identifydiscrepancies and raise them to Management.
• Handle pressureand busy periods while maintaining accuracy.
• Maintain properdocumentation even when managing multiple tasks.
• Communicateclearly when there are payment, invoice or documentation issues.
*REQUIREMENTS*
• Diploma/Degree inAccounting, Finance or equivalent is preferred.
• Relevantbookkeeping or accounts experience.
• Experience workingwith Singapore companies is preferred.
• Experience inrenovation, construction or project-based businesses is an advantage.
• Experiencehandling multiple entities is highly preferred.
• Good knowledge ofbookkeeping and basic accounting principles.
• Experience withinvoices, payments, receipts and bank reconciliation.
• Good MicrosoftExcel skills.
• Experience withaccounting software.
• Strong attentionto detail.
• Good documentationand filing skills.
• Good communicationand follow-up skills.
• Able to workindependently with minimal supervision.
• Able to managemultiple deadlines and priorities.
• Experience dealingwith suppliers, subcontractors, customers and banks is an advantage.
*PREFERREDCANDIDATES*
• Experience workingin a Singapore SME.
• Experiencehandling multiple companies/entities.
• Experience inrenovation, construction or project-based accounting.
• Able to understandproject costs and allocate expenses to the correct project.
• Able to checkinvoices and supporting documents instead of simply entering information.
• Proactive infollowing up outstanding payments and documents.
• Able to identifydiscrepancies and raise them early.
• Able to maintainaccurate records under pressure.
• Willing to learnand follow the Company's bookkeeping procedures and SOPs.
*IMPORTANT*
This is not a basicdata-entry position.
We are looking forsomeone who can take ownership of the Company's day-to-day bookkeeping andproject financial records for 5 Singapore entities.
The successfulcandidate should be able to collect, check, enter, match, reconcile, report andflag discrepancies independently.
The Bookkeeper willrecord and maintain financial information based on approved documents andinstructions. The Bookkeeper is not authorised to independently approveexpenditure, change contract values, approve Variation Orders, determineGST/tax treatment or make accounting/tax decisions without Management or theCompany's appointed accountant's approval.
The successfulcandidate must be able to work in a fast-paced environment, manage multipletasks independently and maintain accurate and organised records at all times.
