Department: Finance and Administration
Reports To: Group Finance and Administration Office Manager
Job Summary:
The Bookkeeping and Administration Officer assists the Group Finance and Administration Manager in maintaining the organization’s financial records and performing key administrative functions. This dual role combines bookkeeping responsibilities—including financial transactions, invoicing, and account reconciliations—with administrative tasks that support daily office operations. This role requires strong organizational skills, attention to detail, and the ability to multitask effectively.
Key Responsibilities:
Bookkeeping Duties
Financial Recordkeeping
- Record day-to-day financial transactions and maintain accurate ledgers.
- Process accounts payable and receivable, ensuring timely payments and collections.
Invoicing and Billing
- Reconcile accounts and resolve any discrepancies by gathering and analyzing account information.
Bank Reconciliations
- Track, monitor, and prepare payments in each payment cycle
- Perform monthly bank reconciliations and maintain records of all transactions.
Payroll Support
- Assist in payroll processing, calculating hours, and managing deductions and reimbursements as needed.
Administration Duties
Office Management
- Oversee the management of office and pantry supplies, including tracking inventory and placing orders.
- Coordinate maintenance of office equipment and ensure a clean, organized workspace.
- Oversee the management and inventory tracking of marketing materials and collaterals
Scheduling and Coordination
- Organize meetings, appointments, and company events, ensuring effective time management and communication.
- Prepare meeting agendas, record minutes, and distribute documents as needed.
Document Management
- Coordinate and prepare for board meetings, including scheduling, creating agendas, and ensuring board materials are distributed in advance.
- Record, prepare, and distribute accurate meeting minutes and maintain documentation of board decisions.
- Assist in the preparation (eg printing and binding) and dissemination of documents.
- Maintain and organize both physical and digital records and documents for easy retrieval.
- Ensure compliance with document retention policies and keep records secure and confidential.
General Support
- Serve as a point of contact for vendors, clients, and employees regarding administrative matters.
- Assist with HR-related administrative tasks, such as onboarding new employees and updating personnel files.
- Assist with logistics coordination, billings, and set up of marketing events
Qualifications:
Education: Associate Degree, Diploma, or equivalent in Accounting, Finance, Business Administration, or a related field.
Experience: Preferably at least 2 years of experience in bookkeeping or administrative roles.
Skills:
- Proficiency in accounting software (e.g., Xero) and MS Office (Excel, Word, Outlook).
- Strong organizational and time-management skills.
- High attention to detail, with an ability to manage multiple tasks.
- Excellent communication and interpersonal skills.
- Ability to handle sensitive information confidentially and work with integrity.
- Self-motivated and keen learner
Work Environment:
This role is primarily office-based and may require light physical activity, such as organizing files, managing office supplies, and marketing collaterals.
