Admin & Account Assistant

Administrative Responsibilities

• Answer and direct phone calls, emails, and inquiries

• Organize meetings, appointments, and travel arrangements

• Maintain filing systems, records, and contact lists

• Prepare correspondence, reports, presentations, and meeting minutes

• Handle data entry, invoices, expense reports, and office documentation

• Order and manage office supplies and equipment

• Coordinate office operations, repairs, and administrative procedures

• Greet and assist visitors while maintaining professional communication

• Support project coordination and multiple administrative tasks

• Supervise junior staff and maintain employee records

• Ensure confidentiality of sensitive information

• Perform general clerical duties such as filing, copying, scanning, and printing

• Carry out other duties as assigned by the direct superior

Accounting Activities of this Role - AR

• Check and update payments received in the bank accounts

• Record and deposit cheques received

• Manage petty cash

• Inform respective sales personnel for those customers paying in advance or COD payments

• Update customer Aging Report after receiving payment

• Merge PDF of DO, SO, PO and other supporting documents for invoice preparation

• Mail or email statement of accounts or invoices to customers

Accounting Activities of this Role - AP

• Check supplier /subcontractor invoices and supporting documents from Procurement / Project team Update payables in the Cash Book

• Prepare payment for approval listing

• Prepare for GIRO payment

Requirements

• Certificate / diploma in Accounting or Finance, or equivalent work experience

• Strong attention to detail and ability to accurately perform data entry

• Proficient in Microsoft Office, especially Excel

• Familiarity with XERO accounting software is a plus