Prepare a controlled handover showing where records are held, which tasks recur and who approves each action. Give the first finance administrator enough context to coordinate work with the accountant and company secretary.

Hands signing a document at an office desk
Illustrative photograph by Pavel Danilyuk.

Establish the starting position

List company bank accounts, accounting system, supplier and customer records, outstanding reconciliations and upcoming compliance tasks. Identify the period to which each closing balance or report relates. Include the current records index and explain any missing documents.

Keep access and authority separate in the handover. An administrator who can collect invoices may still need approval for payments, system changes or external submissions.

Make the work calendar usable

For example, the company receives supplier bills at a founder's mailbox while the accountant expects a monthly document pack. Agree the company intake route, person checking completeness and date for the next handover. Record the approval contacts for exceptions and urgent items.

Include existing provider responsibilities and escalation routes so the new administrator knows who owns tax, payroll, accounts and statutory records. Verify actual engagement scope before assigning a task to an external provider.

Confirm the handover

Record what was received, access arranged through approved mechanisms and questions still open. Keep sensitive material in the appropriate restricted storage. Review the first completed reporting cycle with the accountant and directors, and update the handover checklist where practical gaps emerge. Retain the original dated record of responsibility transfer.

Related practical guidance

For the surrounding records and responsibilities, see bookkeeping basics, company records to keep, bookkeeping and accounting.

Official guidance: the relevant official guidance.

Help with your company records

For corporate secretarial and company administration support, contact Raffles Corporate Services at [email protected] or WhatsApp +65 8501 7133. Tell us which records or process need attention so we can discuss the relevant next steps.