Accounts Section Supervisor

Key Duties & Responsibilities

1. Construction Project Accounting & Financial Management

• Manage and monitor the complete accounting activities for construction projects.
• Track project revenue, project costs, expenses, commitments and profitability on a project-by-project basis.
• Monitor project budgets against actual expenditure and identify cost overruns or unusual variances.
• Prepare and maintain project cost reports, financial summaries and management reports.
• Monitor project progress billings and ensure timely preparation and submission of progress claims.
• Verify work progress, supporting documents and billing quantities before submission of claims.
• Follow up closely on outstanding progress payments and ensure timely collection from main contractors and clients.
• Review and monitor Variation Orders (VO), claims, back charges and contra charges.
• Maintain proper records of approved, pending and disputed variation orders.
• Monitor project retention monies and ensure timely release and collection.
• Maintain project-specific bank accounts and monitor project-related cash movements.

2. Main Contractor & Subcontractor Accounts

• Review and verify main contractor payment claims and supporting documents.
• Check subcontractor progress claims and payment certificates against site records and contractual terms.
• Process subcontractor payments accurately and within agreed payment schedules.
• Reconcile subcontractor statements and investigate outstanding balances.
• Verify subcontractor invoices, delivery orders, work completion records and supporting documents.
• Monitor subcontractor retention, deductions, contra charges and other adjustments.
• Coordinate with project and site teams to resolve discrepancies in work quantities, claims and payment certificates.
• Handle complex billing disputes and negotiate with vendors/subcontractors where required.

3. Accounts Payable & Accounts Receivable

• Supervise daily accounts payable and accounts receivable functions.
• Verify supplier invoices, purchase orders, delivery orders and supporting documents before payment processing.
• Maintain accurate vendor and customer accounts.
• Prepare payment schedules and monitor payment due dates.
• Follow up on overdue customer accounts and outstanding project claims.
• Perform monthly supplier and customer statement reconciliations.
• Investigate and resolve discrepancies between invoices, purchase orders, delivery orders and accounting records.
• Ensure proper accounting documentation and approval procedures are followed.

4. Payroll, CPF & MOM-Related Matters

• Supervise monthly payroll processing for office, site and project workers.
• Verify attendance, overtime, allowances, deductions, unpaid leave and other payroll adjustments.
• Ensure accurate calculation and timely submission of CPF contributions for eligible employees.
• Monitor and process MOM foreign worker levies and related employment costs.
• Maintain proper records relating to work permits, employee deductions, allowances and payroll documentation.
• Coordinate with HR and site administration teams regarding employee salary and attendance matters.
• Resolve payroll discrepancies and employee payment queries promptly.
• Ensure payroll records are properly maintained for audit and compliance purposes.

5. GST & Singapore Tax Compliance

• Ensure proper accounting treatment and documentation for GST-related transactions.
• Assist with preparation and submission of GST returns and supporting schedules.
• Review GST treatment for invoices, subcontractor payments, purchases and project-related transactions.
• Maintain proper records for GST reconciliation and IRAS requirements.
• Assist auditors, tax agents and management with tax-related queries and documentation.
• Ensure accounting practices comply with applicable Singapore financial and tax requirements.

6. Cash Flow & Financial Planning

• Prepare and maintain project cash flow forecasts.
• Monitor expected project collections, supplier payments, subcontractor payments, payroll and other financial commitments.
• Coordinate with Project Managers and Quantity Surveyors to update project cash flow projections.
• Identify potential cash flow shortages and highlight issues to management in advance.
• Monitor actual cash flow against budget and forecast.
• Provide management with regular updates on project financial performance and outstanding collections.

7. Site Administration & Documentation

• Coordinate closely with project managers, site supervisors, quantity surveyors, storekeepers and administrative staff.
• Verify material delivery orders, delivery dockets, purchase documents and site records.
• Coordinate material delivery documentation with site storekeepers and accounts staff.
• Ensure all project-related financial documents are properly recorded and filed.
• Maintain digital and physical document archives for invoices, claims, payment certificates, contracts, purchase orders and supporting documents.
• Ensure documents can be retrieved quickly for management review, audits or client queries.
• Assist site teams with administrative and financial documentation during project deadlines.

8. Team Supervision & Staff Management

• Supervise junior accounts executives, accounts assistants and site administrative clerks.
• Allocate daily work and monitor staff performance and deadlines.
• Review accounting entries and supporting documents prepared by junior staff.
• Train and guide junior accounts staff on company accounting procedures and project documentation.
• Ensure proper segregation of duties and internal control procedures.
• Conduct regular follow-up with team members to ensure timely completion of month-end and project-related tasks.
• Assist management in identifying training needs and improving accounting processes.

9. Month-End & Year-End Closing

• Coordinate monthly closing activities for project and company accounts.
• Ensure all invoices, accruals, provisions, payments and receipts are properly recorded before month-end closing.
• Prepare account reconciliations and investigate outstanding differences.
• Review project cost accruals and outstanding commitments.
• Prepare monthly management reports and project financial summaries.
• Assist with year-end closing and preparation of schedules required by external auditors and tax agents.
• Ensure accounting records are complete and properly supported.

10. Bank & Account Reconciliation

• Perform and review bank reconciliations on a regular basis.
• Monitor company and project bank account transactions.
• Identify and resolve unusual, duplicate or unreconciled transactions.
• Monitor incoming project payments and outgoing supplier/subcontractor payments.
• Maintain proper records of bank transfers, payment vouchers and supporting documents.

11. Procurement & Vendor Coordinatio

n

• Coordinate with procurement and project teams regarding purchase orders and supplier invoices.
• Verify supplier invoices against approved purchase orders and delivery documentation.
• Maintain accurate vendor records and payment terms.
• Monitor supplier outstanding balances and payment schedules.
• Assist management in resolving vendor payment disputes and invoice discrepancies.
• Maintain good working relationships with suppliers, subcontractors and service providers.

12. Internal Controls & Audit Support

• Implement and maintain proper accounting controls and approval procedures.
• Ensure transactions are supported by appropriate documentation and authorisation.
• Monitor compliance with company financial policies and procedures.
• Prepare documents and schedules required for internal and external audits.
• Liaise with auditors, tax agents, banks, clients, suppliers and relevant authorities when required.
• Ensure audit queries are responded to accurately and within required timelines.
• Identify weaknesses in accounting procedures and recommend improvements.

13. Management Reporting

• Prepare regular financial reports for management review.
• Provide updates on project revenue, costs, outstanding claims, receivables and payables.
• Prepare ageing reports for customers, suppliers and subcontractors.
• Highlight overdue payments, cost overruns and financial risks to management.
• Provide management with accurate financial information to support business and project decisions.

14. Project Coordination

• Work closely with Project Managers, Quantity Surveyors, Engineers, Site Supervisors, Procurement and HR teams.
• Attend project coordination meetings when required to discuss financial and administrative matters.
• Follow up on pending claims, variation orders, payment certificates and supporting documents.
• Ensure financial information is updated whenever project scope, manpower, materials or costs change.
• Support project teams in meeting financial and administrative deadlines.

15. Operational Flexibility

• Be prepared to work additional hours or weekends during month-end, year-end closing and critical project deadlines.
• Support urgent accounting and site administrative requirements when required.
• Handle multiple projects and priorities simultaneously while maintaining accuracy.
• Perform other accounting, administrative and project-related duties assigned by management.
• Maintain confidentiality of company, employee, client and project financial information.
• Continuously improve accounting processes, reporting systems and document management procedures.

Ayyakannu Buvaneswaran , EA: R1217664, MOM Lic: 12C5314