Job Description

Position Summary

The Account & Admin Assistant is responsible for supporting the Finance, Administration, and Procurement functions of the company. This role ensures accurate financial records, timely processing of documents, effective supplier coordination, and efficient administrative support to daily business operations.

Key Responsibilities

Accounts & Finance

• Assist in processing supplier invoices, payment vouchers, and staff claims.
• Perform data entry and maintain accurate accounting records.
• Prepare and reconcile petty cash, bank transactions, and expense reports.
• Assist in monthly account closing and financial reporting.
• Maintain proper filing of accounting and finance documents.
• Follow up on outstanding payments and supplier statements.

Procurement

• Source quotations from suppliers and compare pricing, quality, and delivery terms.
• Prepare Purchase Orders (POs) and ensure approvals are obtained.
• Coordinate with suppliers regarding orders, deliveries, and payment schedules.
• Monitor stock levels and assist in procurement planning.
• Maintain supplier databases and procurement records.
• Track order status and ensure timely delivery of materials and services.
• Assist in evaluating supplier performance and cost-saving initiatives.

Administration

• Maintain company records, contracts, and administrative documents.
• Coordinate office supplies and general office maintenance.
• Manage incoming calls, emails, and correspondence when required.
• Assist in scheduling meetings and preparing meeting minutes.
• Support HR and management with administrative tasks and special projects.

Compliance & Documentation

• Ensure procurement and financial documents are properly filed and accessible.
• Maintain confidentiality of company financial and operational information.
• Assist in audits and compliance-related documentation.
• Ensure company procedures and approval processes are followed.

Job Requirements

Requirements

• Diploma or Bachelor’s Degree in Accounting, Finance, Business Administration, Procurement, or related field.
• Minimum 1–2 years of relevant working experience (fresh graduates are encouraged to apply).
• Proficient in Microsoft Excel, Word, and accounting software.
• Strong organizational and administrative skills.
• Good communication and negotiation skills.
• Attention to detail and ability to manage multiple tasks.
• Experience in procurement or purchasing is an added advantage.

Key Competencies

• Accuracy and attention to detail.
• Time management and prioritization.
• Problem-solving skills.
• Integrity and confidentiality.
• Teamwork and communication.

Skills