Job Title: Administrative Assistant 

Role Overview:

As the Administrative Assistant, you will be responsible for handling a combination of data entry, basic accounting tasks and reception duties. You will play a key role in maintaining accurate records, supporting financial processes, and ensuring smooth front-office operations. This position is essential for the company’s administrative efficiency and financial accuracy. 

Role Description:
Data Entry 

• Accurately input and update data in various databases and accounting systems. 
• Maintain and organize digital and physical records, ensuring that all information is up to date-and easily accessible.
• Assist in generating reports by entering and compiling data as required by the management team. 

Accounting Support: 

• Assist with basic accounting tasks such as recording transactions, processing invoices and reconciling accounts. 
• Support the finance team in maintaining accurate financial reports, including accounts payable and receivable. 
• Maintain petty cash system and be responsible for balancing cash daily. 
• Assist with the preparation of financial reports and documentation for audits. 

Reception Duties: 

• Serve as the first point of contact for visitors, clients and suppliers by greeting them professionally and courteously.
• Answer incoming phone calls, direct inquiries to the appropriate departments and handle email correspondence. 
• Maintain the front desk and reception area, ensuring it is clean, organized and welcoming 
• Schedule appointments, and meetings and manage bookings and appointments

Administrative Support:

• Assist with general administrative tasks, including filing, photocopying and managing office supplies
• Coordinate with external vendors and service providers for office-related needs 
• Help organize and maintain company records, including client files, contracts and other important documents. 
• Assist in organizing client requests, consultants, and meetings including preparation for booking/ appointments. 

Communication and Coordination: 

• Act as a liaison between departments, ensuring smooth communication and workflow across the organization.
• Assist in internal and external communications including drafting emails, memos and reports
• Coordinate with team members to ensure efficient handling of tasks and responsibilities 

Qualifications & Requirements:

• High school diploma or equivalent; a degree or certification in accounting, business administration or a related field is a plus. 
• Two (2) years’ experience in a similar position.
• Proven experience in data entry, basic accounting and administrative roles
• Proficiency in Microsoft Office Suite (Excel, Word etc) and accounting software (e.g. QuickBooks)
• Superb written and verbal communication skills with a professional demeanour  
• Strong time-management skills and multitasking ability
• Familiarity with front office- operations and basic accounting principles.