Key Responsibilities: 

• Ensure that all information is up to date to invoice clients.
• Processing of GRVs / Supplier’s invoice.
• Follow up of Purchase request and Purchase Order’s approval, including ESP Cleaning Limited.
• Sending purchase orders to suppliers.
• Debtors’ & Creditors’ Control and Clients’ invoicing, any other admin related duties.
• Doing the reconciliation PO, Invoice, daily worksheet and Statement of Account (SOA).
• Maintain the accounting records of the department and ensure the completeness and accuracy of the accounting data.
• Assist in the requisition and purchasing of office supplies and stationaries and maintain inventory.
• Prepare and submit monthly reports / queries as and when required.
• Internal Billing transactions.
• Train and assist new staff with the preparation of purchase requests and cost reports.
• To liaise with supplier to request quotes and order products.
• Assist operations team in requesting rates & prices and preparing quotations.
• Preparation of new Suppliers’ form for approval by HODs.
• Ensure that all invoice process (GRV, Invoice, Worksheet and Purchase Order) are properly kept in files.
• Responsible for maintaining an accurate database of the return of all statutory contributions submitted by Job Contractors. Ensure that the company receives proof of payment of statutory contribution.
• Extract, share and ensure that Operation Team has completed clearing of exceptions weekly.
• Approve overtime and ensure that overtime has been finalized and approved each week.
• Ensuring that employee pay is calculated and paid out accurately.
• Verify & ensure that ALL payments (including bonuses) are accurate by keeping parallel checks on certain type of workers.
• Ensuring all payments and deductions are made in a timely manner and comply with the prevailing legislation.
• Distributing all required payroll documents to operation teams for e.g., annual wage returns.
• Assisting in the calculation and maintaining all leave entitlement data.
• Handling all employee enquiries relating to remuneration.
• Maintaining up to date personal files.
• Maintaining confidentiality of sensitive matters.
• Maintaining liaison with People Operations department
• Preparing and maintaining standard ad-hoc reports, queries and conducting appropriate audits to ensure data integrity.
• Reviewing payroll accounting practices and recommending changes and improvements.
• Establishing and maintaining payroll work assignments and schedules.
• Provide support to the Payroll Operation Specialist.
• Assisting in any ad-hoc projects assigned from time to time.

Qualifications, Profile, Skills & Experience :

• Higher School Certificate with a diploma/degree in Administration.
• Minimum 3 years of experience in a payroll and/or accounting position will constitute an advantage.
• Dynamic, motivated with excellent administration skills coupled with a high level of integrity.
• Able to effectively handle multiple priorities, organise workload and meet deadlines.
• Must have excellent communication skills in French and English (written and oral).
• Maximum attention to detail, analytical thinking, and presentation skills.
• Ability to provide, present, and interpret data clearly and precisely.
• Solid organization skills, including multi-tasking and time-management.
• Self-motivated with ability to work effectively both independently and in a team-based environment.
• Any equivalent combination of education and experience.