Job description

Responsibilities

Act as the point of contact between the manager and internal/external clients

Performing basic office tasks, such as filing, data entry, answering phones, processing the mail, etc.

Providing support to the Accounting Department.

Processing transactions, issuing checks, and updating ledgers, budgets, etc.

Preparing financial reports.

Assisting with audits, fact checks, and resolving discrepancies

Familiarity with basic accounting principles.

Processing payments and documents such as invoices, employee reimbursements, and financial statements.

Reconciling invoices and identifying discrepancies.

Participating in monthly, quarterly, and annual audits.

Drafting and editing financial presentations.

Tracking expenses and evaluating budgets.

Posting financial data to accounts.

Maintaining and improving the organization’s bookkeeping process.

Ensuring payments, amounts and records are correct.

Recording and filing financial transactions into internal databases.

Controlling credit and chasing debt.

Invoice processing and filing.

Processing expense requests for the accountant to approve.

Bank reconciliation.

Updating and maintaining procedural documentation.

Prepare bank deposits

Process reimbursement forms

Check spreadsheets for accuracy

Issue invoices to customers and external partners, as needed

Review and file payroll document

Participate in quarterly and annual audits

Screen and direct phone calls and distribute correspondence

Handle requests and queries appropriately

Manage diary and schedule meetings and appointments

Source office supplies

Produce reports, presentations and briefs

Devise and maintain office filing system

Handling requests and queries appropriately

Organizing and planning meetings

Taking notes and writing minutes during meetings

Conducting or preparing any research that the reporting manager may require

Run errands as requested

Reporting to senior management and performing secretarial and administrative duties.

Typing, formatting, and editing reports, documents, and presentations.

Entering data, maintaining databases, and keeping records.

Liaising with internal departments, answering calls, and making travel arrangements.

Scheduling appointments, maintaining an events calendar, and sending reminders.

Copying, scanning, and faxing documents, as well as taking notes.

Preparing facilities for scheduled events and arranging refreshments, if required.

Observing best business practices and etiquette.

Reconcile accounts payable and receivable

Ensure timely bank payments

Assist with and act as the primary point-of-contact for auditor requests

Handle sensitive information in a confidential manner

Ensure compliance with applicable standards, rules, regulations, and systems of internal control

Aid in the implementation of new accounting policies, standards, and guidelines

Requirements

Proven work experience as a Personal Assistant and/or accounting assistant

Knowledge of office management systems and procedures

MS Office and English proficiency

Outstanding organizational and time management skills

Can drive motorcycle

Up-to-date with latest office gadgets and applications

Ability to multitask and prioritize daily workload

Excellent verbal and written communications skills

Discretion and confidentiality

PA diploma or certification would be considered an advantage

Extensive experience in creating documents and spreadsheets, using office software such as MS Word, Excel, and PowerPoint.

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