Admin & Account Assistant
Summary
Handles office administration and accounting tasks like managing records, payments, and invoices using tools like Microsoft Office and XERO.
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