Key Responsibilities- General Office Administration: Maintain an organized filing system (physical and digital) for documents and records. Schedule and coordinate meetings, appointments, and staff calendars. Handle incoming and outgoing correspondence, including emails, letters, and phone calls, ensuring timely and professional responses.
- Office Supplies & Coordination: Monitor and manage office supply inventory (stationery, equipment, pantry items), and place orders to replenish stock as needed. Coordinate with vendors and service providers for office maintenance, repairs, or supplies. Facilitate internal coordination by liaising with various departments to support company events or shared initiatives, helping to maintain an efficient workplace.
- Basic Accounting Support: Track and reconcile petty cash expenses, maintaining accurate records of cash disbursements and balances. Process invoices and expense claims by verifying details, organizing supporting documents, and preparing payment request forms or vouchers. Assist in preparing basic financial documents (e.g. payment requisitions, receipts) and forward them to the finance team for approval and processing.
- Client Liaison (Minor): Serve as a point of contact for routine client inquiries. Answer client emails and phone calls in a courteous and prompt manner, providing information or directing the query to the appropriate person. Conduct occasional follow-ups with clients or external partners on administrative matters, as directed by management, to ensure good communication and service.
- Government and Compliance Tasks: Prepare and submit documents required by government authorities and regulatory bodies. This includes filling out and filing forms for business license renewals, permits, and other statutory documents before their deadlines. Manage compliance-related paperwork such as company registrations, annual returns, or employee statutory contributions, working with relevant agencies (e.g. for tax, corporate affairs, or licensing) to ensure the company meets all legal requirements. Maintain organized records of licenses, certificates, and compliance documents, and remind management of upcoming renewals or filings.
