Admin Support Specialist SG

Role overview

This position supports administrative and coordination work across vendor invoices, payments, logistics, records, and office services. The role is based in Singapore and sits within a banking environment that operates across multiple markets in the region.

Invoice tracking and payment support

• Monitor vendor invoices each month and make sure bank-wide invoices are approved by the appropriate delegated authority.
• Check that each invoice is assigned to the correct cost centre before it is sent to Finance.
• Follow the payment policy and ensure invoices are processed within the 3-day SLA after receipt and before Finance submission.
• Work with vendors to resolve invoice errors, missing bills, and overdue payment items.

GPS request and administration support

• Raise REQ entries for payment allocations across business units and their respective cost centres.
• Confirm that all GPS invoices are paid to vendors.

Accruals

• Prepare and reverse accrual entries for month-end and year-end close processes.

Coordination and office support

• Handle queries related to undelivered or lost mail for business units.
• Coordinate with DHL on courier-related matters.
• Manage pantry orders.
• Arrange maintenance and servicing for machines at both office locations.

Additional duties

• Serve as second backup support for DHL courier and fax activities.
• Cover despatch duties whenever the team is short-staffed.
• Take on other tasks or assignments given by the HOD or Team Lead as required.

Reconciliation work

• Review Nostro and MAS outstanding items and follow up with the relevant business units until they are resolved.

About the employer

The organisation has operations across 15 markets in the region, offering the chance to broaden experience, build capability, and contribute meaningfully within a large banking network.

Job requirements

• A diploma in Business Administration, Management, Finance, or a related discipline.
• At least 5 years of experience in administrative or executive support, ideally in banking, financial services, or another regulated setting.
• Experience supporting senior leaders or several stakeholders is an added advantage.
• Strong coordination, organisation, and administration skills with close attention to detail.
• Ability to handle multiple priorities, deadlines, and sensitive information with discretion.
• Good written and verbal communication skills.
• Capability to work on your own while also contributing effectively in a team.
• Solid working knowledge of Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.
• Comfort using document management tools, calendar systems, meeting coordination tools, and expense processing systems.
• Proactive, practical, and able to identify administrative needs before they arise.
• Strong interpersonal ability to work across functions and interact confidently with people at different seniority levels.