Administrative Assistant
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Key skills for this role
About the Role
AMICORP WEALTH SERVICES is seeking an experienced Administrative Assistant to provide comprehensive administrative and operational support, including expense management, vendor coordination, payroll administration, and general office administration.
Key Skills for This Role
Responsibilities
- Collect, review, and process employee expense claims in accordance with company policies
- Maintain expense records and assist with monthly expense reporting
- Track invoice submissions, approvals, and payment status
- Manage petty cash and capture expenditure data
- Act as primary point of contact for office vendors and service providers
- Manage office supplies, stationery, and inventory
- Coordinate office logistics, access cards, seating arrangements, and facilities support
- Handle incoming calls, emails, and correspondence professionally
- Prepare necessary data for monthly payroll processing
- Maintain organized electronic and physical filing systems
Requirements
- Graduate or equivalent
- At least 10 years of relevant experience
- Prior payroll and accounting experience
- Strong organizational, interpersonal, and communication skills
- Excellent English language fluency
- High energy, self motivated, with a high degree of accountability
- Strong analytical and problem solving skills
Full Job Posting
Role Overview
- The Administrative Assistant provides comprehensive administrative and operational support to ensure smooth day to day functioning of the office.
- The role has a strong finance and operations support component, including expense management, vendor coordination, and payroll administration.
Expense Management & Cost Administration
- Collect, review, and process employee expense claims in accordance with company policies.
- Verify supporting documentation and ensure accuracy and completeness.
- Maintain expense records and assist with monthly expense reporting.
- Coordinate with Finance for timely reimbursement and accounting entries.
- Track invoice submissions, approvals, and payment status.
- Manage petty cash and capture expenditure data.
- Maintain quarterly overviews of petty cash expenditures.
Vendor Management & Office Procurement
- Act as primary point of contact for office vendors and service providers.
- Obtain quotations, raise purchase requests, and track vendor contracts and renewals.
- Ensure vendors are properly onboarded.
- Monitor service levels and escalate issues when required.
- Ensure inventory maintenance.
General Office Administration
- Manage office supplies, stationery, and inventory.
- Coordinate office logistics, access cards, seating arrangements, and basic facilities support.
- Coordinate travel, meetings, and visitor arrangements.
- Receive and welcome clients.
- Monitor conference and meeting room usage.
- Ensure office is kept tidy and organized.
- Forward incoming/outgoing mail and prepare correspondence.
- Handle incoming calls, emails, and correspondence professionally.
Office Coordination & Internal Support
- Provide administrative support to management and teams.
- Coordinate with Finance, HR, and Operations on administrative processes.
- Support audits or internal reviews.
- Assist with ad hoc projects and operational tasks.
- Organize and assist in smooth operation of seminars.
- Prepare for events both inside and outside the company.
Document Management & Record Keeping
- Maintain organized electronic and physical filing systems.
- Support document preparation, scanning, and archiving.
- Ensure compliance with internal policies for document retention and confidentiality.
- Manage and update internal databases.
Confidential Payroll & Administration Support
- Prepare necessary data for monthly payroll processing.
- Collect and verify payroll inputs including attendance, leave, overtime, allowances, salary changes.
- Coordinate for payroll and ensure timely salary payments.
- Maintain accurate salary and benefits details in HR system.
- Maintain office calendar and register employee absence.
- Assist Group Human Resources on local administrative matters.
Time Recording and Delivery
- Accurately record time and value of service when working on projects.
- Monitor own productivity and review performance against deliverables.
- Ensure all daily and weekly deliverables are met with quality.
Qualifications, Skills, And Experience
- Graduate or equivalent, relevant experience of at least 10 years, with prior Payroll and Accounting experience.
- High energy, takes initiative, self motivated with a high degree of accountability.
- Strong commercial mindset, positive and proactive.
- Thorough knowledge of established filing system with strong organizational skills.
- Excellent organizational, interpersonal and communication skills.
- Well developed spoken and written communication skills.
- Strong analytical and problem solving skills.
- Ability to adapt and work in a smaller, dynamic local team environment.
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