Job Summary:
The Accounts (AP) & Administration Assistant is responsible for providing support in managing accounts payable functions and administrative duties. The role involves processing invoices, reconciling statements, maintaining financial records, and performing various administrative tasks to ensure the smooth operation of the office.
Key Responsibilities:
Accounts Payable (AP):
- Process vendor invoices, ensuring proper coding, authorization, and accurate entry into the accounting system.
- Review, verify, and reconcile vendor statements and payment discrepancies.
- Ensure timely and accurate payment of invoices according to payment terms.
- Prepare weekly and monthly payment runs - twice a month payment runs.
- Maintain proper documentation and filing for all accounts payable transactions.
- Assist with month-end and year-end closing processes related to accounts payable.
- Communicate with vendors to resolve issues and ensure account accuracy.
- Support the preparation of reports related to payables, including aged creditor reports.
Administrative Support:
- Assist in daily administrative tasks such as filing, data entry, and handling incoming/outgoing correspondence.
- Manage office supplies and inventory, placing orders as needed.
- Assist in maintaining and updating company databases, records, and files.
- Assist in handling general HR-related administration such as employee attendance tracking and maintaining leave records.
- Provide support for other departments as required.
Skills & Qualifications:
- Proven experience in accounts payable or general accounting roles.
- Knowledge of accounting software (AutoCount) and proficiency in MS Office (especially Excel).
- Strong attention to detail and ability to work with a high degree of accuracy.
- Excellent organizational and multitasking skills.
- Strong written and verbal communication skills.
- Ability to work independently as well as part of a team.
- Familiarity with office management procedures and basic HR practices is an advantage.
Education & Experience:
- Diploma or degree in Accounting, Finance, Business Administration, or a related field.
- 1-3 years of relevant experience in accounts payable and administration.
Experience in a fast-paced environment with a focus on maintaining accuracy under pressure.
