(English only, Remote) Finance & Operations Executive

Company Overview

Olive Basics is a female apparel brand redefining modern essentials — timeless pieces designed to evolve with the rhythms of a femals’s life. We believe in quiet confidence, thoughtful design, and the kind of comfort that lets you move through every season with ease.

Our collections blend elevated simplicity with function and feeling — made for real females, real transitions, and real days.

We’re a small but intentional team, and we’re looking for someone who shares our passion for meaningful connection — from our community events to every order that leaves our hands.

Job Summary

The Finance and Operations Executive will play a key role in running the finance function and provide support to the CEO and the team in other areas like production / inventory management, and general administration.

This role ensures that our payments and transactions function smoothly, and that our data is in order and our reporting insightful. The role will connect financial performance, cashflow, inventory and other financial and operations performance across various workstreams, supporting the various teams with actionable data for decision making.

We require someone who is both strong with details but can also see the big picture of the business, and solve problems proactively, creatively and analytically.

Key Responsibilities

Accounting and Finance

• In charge of all aspects of accounts, inventory, documentation (invoices and other), and payments with respect to retail and other B2B partners / retailers.

• Run and track daily / weekly / monthly tasks such as payments, sales reconciliations and bookkeeping.

• Assist in handling payroll and expenses claims for full time and part time employees. 

• Manage the monthly close with full set of accounts, management reporting (department P&Ls, ratio analysis, graphs and other reports), cashflow forecasts, multi-currency reconciliations and other

• With the other teams, build the annual budget (and other if required), and conduct actual versus budget analysis monthly. To prepare the budget presentation for the company (employees, board of directors) and external, if required.

• To actively control costs and spending in consultation with the CEO and other teams.

• Manage the annual close, annual complied financial statements, Singapore tax filings, and any other company or regulatory required reports and filings.

• Own and improve all systems and processes relating to finance and finance related activities.

• Manage automated data extraction tools (e.g., Dext, Hubdoc) to streamline invoice processing and ensure real-time accuracy in Xero.

• Provide analysis and projections for finance when required.

• Being capable to use AI/LLMs to assist with making routine work and data tracking more efficient.
  

Production & Inventory Management

• Forecasting for evergreen (repeated) designs and seasonal designs, providing data backed forecasts for both the order quantity and distribution across variants (sizes, colours, materials).

• Monitor and maintain the master order sheet, production schedules, working with suppliers (checking in, reminding and chasing / negotiating) to ensure on time delivery, and working out solutions that is best for the business should on time, in full delivery be affected.

• Monitor and advise on production costs (including costs like freight and packaging), pricing and gross margins, executing any price adjustments or cost reduction exercises as and when required.

• Ensure the commercial teams and the warehousing teams are communicating the latest information and stock data to ensure accurate stock levels. To own and improve all processes related to inventory, inventory movements and data entry as it pertains to stock levels. To lead (as far as possible remotely) all stock take and inventory reconciliation activities.

• Liaise with Third-Party Logistics (3PL) providers to coordinate the flow of goods from factories to warehouses; manage freight documentation and reconcile shipping invoices against production budgets.

• Own and maintain all systems, SOPs, spreadsheets and other as it pertains to production and inventory management, including SKUs, costing, pricing and margins, inventory and other.

• Being capable to use AI/LLMs to assist with making routine work and data tracking more efficient and accurate. 
  

General Administrative Support 

• Support the CEO in planning and running any company offsite, including the annual offsite.

• Any company / corporate administrative support, or other support as and when required by the CEO or other teams.

• HR administrative support, including the collection of documents, preparation of contracts, and the provision of any documents required for any regulatory reasons or for any employees.

• To suggest any systems that can help the company run more efficiently and more effectively.

• Any other matters as directed by the CEO.

Qualifications and Skills

• Experience with accounting (GL, financial statement preparation, inventory, receivables / payables, tax accounting), with former Big 4 audit experience preferred.

• Familiarity with management accounting concepts such as margins, ratio analysis and DIO.

• Attention to detail and proficient in data entry. Able to work unsupervised with no errors in data / compilation work.

• Familiarity or ability to learn how to operate systems like Shopify, payment gateways, Xero and other IT systems. Familiarity with more complex accounting and inventory management systems will be a plus.

• You are comfortable with spreadsheets and data tools (Google Sheets, Excel), as well as Microsoft Office / Google Workspace. You can work in googledrive, gsheets, gdocs natively.

• High proficiency in using AI-driven tools and cloud accounting software, including to minimize manual data entry and improve workflow efficiency.

• Understanding of landed cost components, including freight, duties, and local taxes (GST).

• You have excellent written and verbal communication skills in English.

• You are highly organized with strong multitasking ability, prioritization skills and attention to detail.

• You have strong problem-solving skills, are outcome focused, and have the ability to work independently in a remote environment, while knowing when to check in with team mates when necessary. You take the initiative to suggest and drive changes to improve company performance.

Work Schedule

• Working hours are 9am to 6pm, Singapore Time,  Monday to Friday, with a 1-hour lunch break. This is a fully remote role.

• You embrace flexible hours, knowing that cross-border operations and time-sensitive campaigns are part of the retail and e-commerce landscape. We also embrace work flexibility as long as work is done and meetings / calls are attended.

• You will be required to travel within the country or region from time to time for company meetings or events. For example, we have monthly sales events in Singapore and the company would require you to support these event where you can interact with customers and learn more about our products, customers and the market.