Administrative Assistant

The Administrative Assistant provides comprehensive administrative and operational support to ensure the smooth day-to-day functioning of the office. The role has a strong finance and operations support component, including expense management, vendor coordination, and payroll administration, along side standard office administration responsibilities. The position requires a highly organized, detail-oriented individual capable of handling confidential information, coordinating with internal teams and external vendors, and supporting finance processes accurately and on time.

This role requires handling of phone calls, responding incoming and outgoing correspondences, organizing internal and external events, supporting with all administrative matters and keeping the office organized as well as support all efforts and process on Sales and Clients matters.

• Collect, review, and process employee expense claims in accordance with company policies.
• Verify supporting documentation (receipts, approvals) and ensure accuracy and completeness.
• Maintain expense records and assist with monthly expense reporting.
• Coordinate with Finance for timely reimbursement and accounting entries.
• Track invoice submissions, approvals, and payment status. Follow up with internal stakeholders and vendors on outstanding invoices.
• Maintain accurate invoicing and payment records, and ensure all bank transactions are done on time.
• Manage the petty cash, capture expenditure data and send the excel file to the Internal Accounting Department.
• Maintain quarterly overviews of petty cash expenditures.
• Act as the primary point of contact for office vendors and service providers, including office supplies, IT and telecom providers, Facilities and maintenance, Cleaning, security, and pantry services.
• Obtain quotations, raise purchase requests, and track vendor contracts and renewals.
• Ensure vendors are properly onboarded, including documentation and invoicing details.
• Monitor service levels and elevate issues when required.
• Ensure inventory maintenance.

• Manage office supplies, stationery, and inventory. Maintain the directory of internal and cellular extensions updated.
• Coordinate office logistics, access cards, seating arrangements, and basic facilities support.
• Travel coordination, meetings, and visitor coordination, arrange visa applications (in‑coming and outgoing) and assist Travel Desk for business trips and in‑coming visitors from other offices.
• Co‑ordinate in organizing external meetings and assist in the smooth operation of office meetings.
• Receive and welcome clients, offer refreshments, and refer them to the appropriate parties.
• Monitor conference and meeting room usage, service those rooms.
• Plan, organize, and schedule meetings for the Management and staff with external prospects and clients. Prepare minutes if requested.
• Ensure that the office is kept tidy and well organized at all times and health and safety standard are met.
• Forward all incoming/outgoing mail; and prepare outgoing correspondence forms.
• Handle incoming calls, emails, and correspondence professionally.

• Provide administrative support to management and teams as required.
• Coordinate with Finance, HR, and Operations on administrative processes.
• Support audits or internal reviews by providing documentation and records.
• Assist with ad‑hoc projects and operational tasks as assigned.
• Organize, coordinate and assist in the smooth operation of seminars.
• Ensure that there is administrative support available to all the employees at any point of time.
• Help with special projects (e.g. data entry, mailings, decorating offices for holidays, etc.).
• Prepare for events both inside the company and external events.
• Research relevant events and register participants, assist with researching prospects and create databases.
• Support in the general organization.

• Maintain organized electronic and physical filing systems.
• Support document preparation, scanning, and archiving.
• Ensure compliance with internal policies for document retention and confidentiality.
• Accept, identify, copy, date/label, file and distribute all incoming correspondence, including from couriers.
• Management & update of internal databases and provide administrative support.
• Send, copy, date and file faxes as requested by employees.
• Ensure that files are maintained and readily accessible. Labels, scans and files all correspondences and documents up to date e.g. cards, bank statements, invoices, receipts, and other records of client companies that are not being handled by the Account Manager and/or other assistants.

• Prepare necessary data for monthly payroll processing, if instructed by Management.
• Monthly payroll processing by coordinating with HR and Finance.
• Collect and verify payroll inputs, including Attendance and leave data, Overtime and…