Key Responsibilities:
1. Administrative Management:
ā¢ Office Management: Oversee the smooth daily operations of the office, including
facilities management, equipment procurement, and maintenance.
ā¢ Administrative Support: Provide support to senior management, including
scheduling meetings, managing communications, and handling correspondence.
ā¢ Policy Development: Develop and implement office policies and procedures to
ensure operational efficiency and compliance with company guidelines.
ā¢ Team Coordination: Supervise and manage a team of office staff, including
administrative assistants, receptionists, and other support roles.
ā¢ Supplier & Vendor Management: Manage relationships with vendors and service
providers, including negotiating contracts, maintaining supply inventories, and
ensuring service level agreements (SLAs) are met.
ā¢ Record Keeping: Ensure accurate and timely maintenance of company records, files,
and documentation, including HR records, contracts, and legal compliance
documents.
2. Financial Management:
ā¢ Budgeting & Forecasting: Prepare, manage, and monitor the companyās budget,
providing periodic forecasts to help senior management plan and allocate resources
effectively.
ā¢ Cost Control: Analyze company expenses, recommend cost-saving measures, and
ensure expenses are within budget limits.
ā¢ Expense Management: Monitor and analyze the companyās spending patterns,
verifying expenses, and ensuring adherence to budgets.
ā¢ Financial Reporting: Prepare monthly, quarterly, and annual financial reports,
including balance sheets, profit & loss statements, and cash flow statements.
ā¢ Expense Analysis: Conduct detailed analysis of expenses and variance reports,
identifying trends, and providing recommendations for cost optimization.
ā¢ Payroll Processing: Oversee payroll processing, ensuring timely and accurate
payments to employees, compliance with tax regulations, and proper benefits
administration.
ā¢ Financial Compliance: Ensure compliance with all financial and accounting
regulations applicable to SMEs, such as tax filing, statutory payments, and audits.
3. Cross-Departmental Collaboration:
ā¢ Support HR Functions: Assist in recruitment processes, onboarding new employees,
and ensuring compliance with employment laws and company policies.
ā¢ Project Coordination: Act as a liaison between departments for administrative and
financial matters, ensuring smooth communication and coordination.
ā¢ Data Analysis & Reporting: Provide financial insights to other departments, offering
advice on spending, budgeting, and planning.
ā¢ IT & Systems Oversight: Manage relationships with IT service providers, ensure
proper functioning of software systems, and handle IT-related purchases and
maintenance.
4. Strategic Planning:
ā¢ Financial Planning: Contribute to long-term financial strategy by providing insights
on budgeting, financial performance, and cost control measures.
ā¢ SME Business Support: Work closely with management to implement best practices
for improving operational efficiency and financial stability.
ā¢ Risk Management: Identify potential risks, provide financial advice for mitigating
risks, and develop contingency plans for operational and financial crises.
Skills & Qualifications:
ā¢ Education: Bachelorās degree in Business Administration, Finance, Accounting, or a
related field.
ā¢ Experience: Minimum 3-5 years of experience in a similar role, with a mix of
administrative and financial responsibilities.
ā¢ Technical Skills: Proficiency in Microsoft Office (Excel, Word, PowerPoint) and
financial software (e.g., QuickBooks, Xero).
ā¢ Analytical Skills: Strong ability to analyze financial data, interpret trends, and
present findings to management.
ā¢ Leadership: Ability to lead and manage administrative staff while ensuring alignment
with the companyās financial goals.
ā¢ Attention to Detail: Exceptional organizational skills with a keen eye for detail in
both financial and administrative tasks.
ā¢ Communication: Excellent verbal and written communication skills, capable of
handling correspondence and liaising with vendors and internal teams.
ā¢ Problem-Solving: Proactive in identifying and solving operational inefficiencies and
financial discrepancies.
Additional Requirements:
ā¢ Knowledge of SME Operations: Familiarity with the unique challenges faced by
SMEs, especially in managing both admin and financial operations.
ā¢ Multitasking Ability: Comfortable managing a diverse range of tasks, from strategic
financial planning to day-to-day administrative duties.
ā¢ Discretion & Confidentiality: Maintain high levels of confidentiality, particularly
when dealing with sensitive financial and HR information.
