Account Assistant cum Administrator

Job Summary

The Administrator is responsible for supporting the smooth and efficient operation of the organization by managing accounting, administrative, customer service and procurement functions and any other duties.

Key Responsibilities

Accounting

• Prepare and process invoices, receipts, payments, and expense claims.
• Maintain accurate financial records and ensure all transactions are properly documented.
• Assist with accounts payable and accounts receivable activities.
• Perform bank reconciliations and monitor cash flow.
• Prepare financial reports and support month-end and year-end closing activities.
• Coordinate with external accountants and auditors as required.
• Ensure compliance with company financial policies and statutory requirements.

Administration

• Manage daily office operations and administrative activities.
• Maintain company records, filing systems, and documentation.
• Schedule meetings, appointments, and coordinate travel arrangements when required.
• Handle incoming correspondence, emails, and telephone inquiries.
• Maintain office supplies and ensure office equipment is operational.
• Assist in preparing reports, presentations, and updating of company documents.
• Support management with general administrative duties and special projects.

Customer Service

• Serve as the primary point of contact for customer inquiries via phone, email and in person.
• Respond promptly and professionally to customer requests and complaints & feedback.
• Process customer orders and maintain accurate customer records.
• Coordinate with internal departments to ensure timely delivery of products and services.
• Follow up with customers to ensure satisfaction and resolve outstanding issues.
• Maintain positive customer relationships and provide excellent service at all times.

Procurement

• Source suppliers and obtain quotations for goods and services.
• Prepare purchase orders and ensure timely procurement of required materials.
• Monitor inventory levels and coordinate replenishment when necessary.
• Evaluate supplier performance and maintain good vendor relationships.
• Negotiate pricing, delivery schedules, and purchasing terms where appropriate.
• Ensure procurement activities comply with company policies and budget requirements.
• Maintain procurement records and monitor purchasing expenditures.

General Responsibilities

• Maintain high confidentiality of company and customer information.
• Ensure compliance with company policies, procedures, and applicable regulations.
• Work collaboratively with colleagues across departments.