Title: Administrative Assistant
Education Level: High School, BA or equivalent
Languages: Fluent English. (Reading, writing and speaking) additional languages are a plus.
Software: Microsoft Word, excel, Adobe Acrobat. Chrome, Firefox and explorer search engines
Experience: Office Administrative work
Objective: The objective of this position is to perform office duties and provide assistance in different department as and when needed. The Administrative assistant is responsible for providing administrative and clerical services in order to ensure effective and efficient operations.
The incumbent must have proficient knowledge in the following areas:
O Knowledge of office administration and bookkeeping procedures
O Very good knowledge in using Microsoft Windows, Office including PowerPoint & outlook plus
O Ability to maintain a high level of accuracy confidentiality concerning financial and employee files
Answering incoming phone calls
Keep a complete and accurate address & phone numbers data base for Clients and
Handling incoming and outgoing documents with courier, mail & over the counter deliveries
Keep a complete and accurate record for incoming and outgoing deliveries
Undertake filing, photocopying, binding and copy typing.
Accurately and responsibly handle and record company’s petty cash fund for petty cash and expenses using the Company accounting system.
Maintain office files and original documents including archiving and maintaining proper record.
Handling and recording in the Company accounting system utility and other suppliers bills and office expenses
Procurement of all office items/equipment
Maintain employee attendance file.
Provide administrative support and perform related tasks as may be assigned. Fully responsible for accounting system & accounting records and Data entry
Printing recording and sending invoices by courier to clients. Keeping records of sent invoices by courier and received bills.
Filing Cheque details transactions and record in Company accounting System.
Handling cash flow budget sheet, following up on accounts receivable and reminding on accounts payable.
Following up on invoices and statement of accounts with clients. Before they become due. Generating Cash flow reports using the Company Accounting System.
Man the Client Service Cloud based System and Assign tasks as necessary
Help prepare Quotations for Clients using the Xero Accounting system.
Additional duties in line with office administration an accounting may be added as they become necessary.
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