Administration​/Accounts Officer

Duties and Responsibilities

• Conferring with the accounting department to help make payments, process incoming invoices, and verify receipts.
• Sending invoices to all clients and responsible for calling and sending follow-ups regarding their payment. Managing and updating all payables and receivables.
• Assisting our accounts department during audit and all details needed regarding accounts. Responsible for Petty Cash, Credit Card Transactions, and cheques.
• Prepare regular reports on expenses and office budgets.
• Maintain and update company databases.
• Answering and assisting clients with their inquiries. Greeting and directing visitors.
• Making sure that deadlines are met on time to avoid any inconvenience with clients and payments.
• Answering telephone calls, responding to queries, and replying to emails.
• Preparing expense reports, office budgets, official correspondence / memorandum.
• Managing office supplies and ordering new supplies as needed. Operating copy equipment, printers, or other equipment necessary.
• Systematically filing important company documents and ensuring their confidentiality. Prepare reports as assigned.
• Scheduling meetings, sending meeting invitations, booking conference rooms and parking space for visitors. Offer assistance in organizing events, including ordering materials and requisitioning meeting spaces.
• Hiring maintenance vendors to repair or replace damaged office equipment.
• Assisting with job postings and interviews, preparing payroll and personnel databases. Responsible for the staff attendance, annual leave and booking their flight tickets and any other transportation.
• Distributing memos and reports and ensuring that everyone is kept current on necessary company news and information.

• Proven work experience as an Administrative Officer, Administrator or similar role; additional qualifications in Office Administration are a plus.
• Solid knowledge of office procedures.
• Experience with office management software like MS Office (MS Excel and MS Word, specifically, Power Point is a must).
• Strong organization skills with a problem‑solving attitude.
• Excellent written and verbal communication skills.
• Attention to details.
• Filing / paper management.
• Bookkeeping, typing, equipment handling.
• Research and communication skills.
• Self‑motivation, fast learner and pro‑active.
• Time and project management.
• Team player, loyal to the company.