Senior Accounts and Administration Officer

Manage administrative tasks, correspondence, document organisation, and office operations. Handle insurance, licensing, purchases, and project accounting. Perform payroll, HR, and financial duties. Support the Director, manage schedules, and assist with property and project follow-ups.

JOB DESCRIPTION: Senior Administrative & Accounts Officer.

MAIN DUTIES:

-        Drafting and replying to correspondences of routine nature under the supervision of the Director.

-        Keeping all files and other documents of the Company up to date and in good order.

-        Performing general administrative and organizational matters for the company such as and not limited to:

• Insurance in general: Car renewal, Business, Professional Indemnity, Medical Insurance etc.
• Vehicle maintenance: Purchases, Declaration, Fitness, Maintenance etc.
• Office Licences, Software Licenses, Subscriptions etc…
• Purchases in general such as Stationeries, Offices supplies in Ink, paper, toners, coffee, Vat Booklets etc….
• Properties: Follow Up and Filing.

-        Projects Accounting:

• Preparing Proforma and VAT invoices under the supervision of the Director.
• Filing, Sending invoices and reminders to clients.
• Fee Schedules updates and follow up, Contract agreements, TDS listing and Certificates from Client, etc.

-        Accounting tasks:

• Liaising regularly with the Accountant and banks for financial issues.
• Overseeing deadlines of payment from suppliers of service and draft cheques.
• Follow up of Transfers, Standing orders and Salaries via Internet Banking, Payments via Internet Banking, etc.
• CSR, Petty cash, Management Fees, Vat and Expenses Listing, etc.
• Maintenance and Equipments Payments: Printers Servicing, Aircon Maintenance, IT, Pest Control, etc.
• Rentals.

-        Performing general human resources organization including monthly payroll administration, establish contract of new employee, presence, payslips, travelling, etc.

SECONDARY DUTIES (AS AND WHEN REQUIRED):

-        Organising the Directors’ agenda and ensure that he has all necessary documents ready prior to attending meetings.

-        Assisting in preparation of and sending of minutes of meetings on time on behalf of the director.

-        Taking enquiries and ensure that the information is passed on promptly to those concerned for appropriate action.

-        Providing administrative support to the draughtsmen for the different project, as and when necessary.

-        Operating the telephone PABX system or other electronic telephone system.

-        Making and transferring of telephone calls and dealing with telephone enquiries.

-        Greeting and supplying information to callers and visitors and directing them to persons called upon.

-        Project tasks: Drawing Distribution, Issuance of building completion certificates and snag lists, follow up of morcellement applications.

-        Performing any other cognate / secondary duties.

-        Organising end of year activities, gifts and cards.

-        Maintenance follow up.

-        Organizing the drivers daily tasks.