Administrative Assistant (Start Nov 2026)

Administrative Assistant

We are looking for a responsible, organised and service-oriented Administrative Assistant to provide administrative and operational support to our Accounting and Corporate Secretarial teams.

Key Responsibilities

1. Accounting Administrative Support

• Coordinate with clients to obtain bank statements, bank documents, and other outstanding supporting documents required by the accounting team.
• Follow up with clients on outstanding documents and information in a timely and professional manner.
• Assist accountants with administrative tasks relating to the preparation and completion of accounts.
• Keep track of outstanding documents and ensure they are properly received, scanned, and filed.

2. Mail & Document Management

• Collect and check incoming letters and correspondence on a daily basis.
• Open, scan and email correspondence to the relevant clients promptly.
• Sort, organise and file physical documents in a neat and systematic manner.
• Shred documents where appropriate in accordance with company procedures and confidentiality requirements.
• Maintain an organised and tidy document filing system.

3. Reception & Client Service

• Attend to the main entrance and welcome clients and visitors in a warm and professional manner.
• Offer clients and visitors coffee, tea or other refreshments.
• Answer general enquiries and direct visitors or matters to the appropriate staff member.
• Maintain a professional and welcoming reception area.

4. Office & Meeting Room Support

• Clean and tidy meeting rooms after client meetings.
• Ensure meeting rooms are properly set up and ready for the next meeting.
• Perform the coffee machine’s cleaning cycle once a day and ensure it is kept clean and ready for use.
• Assist with general office organisation and upkeep.

5. General Administrative Support

• Provide general administrative and clerical support to the Accounting and Corporate Secretarial teams.
• Assist with filing, scanning, photocopying, printing and other administrative tasks as required.
• Perform any other administrative duties as assigned to support the smooth running of the office.

Requirements

• Minimum 1–2 years of administrative or office support experience preferred.
• Well-organised, detail-oriented and able to manage routine tasks independently.
• Good communication and interpersonal skills.
• Comfortable communicating with clients and following up for outstanding documents.
• Basic computer skills, including Microsoft Office and email.
• Responsible, reliable and willing to assist with a variety of office administrative tasks.
• Able to maintain confidentiality when handling client and company documents.
• Prior experience in an accounting, corporate services, professional services or office environment will be an advantage.

Personal Attributes

We are looking for someone who is:

• Organised and systematic
• Proactive and responsible
• Polite and service-oriented
• Detail-conscious
• Reliable and punctual
• Comfortable working with both clients and professional staff
• Willing to take initiative and help wherever needed

This is a hands-on administrative role that is important to the smooth day-to-day operation of the office and provides support across both the Accounting and Corporate Secretarial teams.

To commence employment in November 2026.