Administrative Assistant

About HEFTY Ltd

HEFTY Ltd is exclusively specialised in timber and integrated wood solutions, combining carefully selected materials with technical expertise, engineered systems and industry leading standards.

We are looking for a motivated, organised and detail oriented Administrative Assistant to join our team.

The Role

The Administrative Assistant will provide day-to-day administrative, HR, coordination and accounting support to ensure the smooth running of the company.

The successful candidate will work closely with Management, Operations, Projects and Accounting, while also liaising with suppliers, customers, government authorities and other external stakeholders.

Key Responsibilities

Administrative & Office Management

• Manage daily office administration, correspondence, logistics and document control.
• Maintain organised and accurate physical and electronic filing systems.
• Maintain company records, licences, certificates, insurance policies and vehicle registration documents.
• Coordinate and follow up on renewals and statutory requirements.
• Liaise with government authorities, customs, banks, service providers and other external parties.
• Prepare letters, reports, documents and other administrative correspondence.

HR & Staff Administration

• Maintain employee files and staff documentation.
• Record and monitor employee attendance and leave.
• Assist with employee onboarding and administrative formalities.
• Assist with work permit, occupational permit and other employee-related documentation.
• Coordinate with relevant authorities and service providers when required.
• Maintain confidentiality of employee and company information.

Coordination & Communication

• Act as an administrative link between Management, Operations, Projects and Accounting.
• Follow up on pending matters and ensure deadlines are respected.
• Assist in the implementation of internal procedures and administrative processes.
• Support improvements in internal workflow and communication.
• Communicate professionally with customers, suppliers and other stakeholders.

Accounting & Financial Support

• Assist with supplier invoices and payment follow-ups.
• Maintain records of supplier invoices, payments and due dates.
• Assist with accounts receivable and client payment follow-ups.
• Prepare petty cash records and summaries.
• Coordinate with the company accountant/external accounting firm regarding VAT, payroll, tax and other accounting matters.

Candidate Profile

We are looking for someone who is:

• Organised, responsible and detail-oriented
• Proactive and able to work independently
• Comfortable handling multiple tasks and deadlines
• Professional and trustworthy when dealing with confidential information
• A good communicator with strong follow-up skills
• Able to work effectively as part of a team