Office Administrative Assistant

Job Description SUMMARY The Administrative Assistant provides comprehensive administrative and operational support to ensure the smooth day-to-day functioning of the office. The role has a strong finance and operations support component, including expense management, vendor coordination, and payroll administration, alongside standard office administration responsibilities. The position requires a highly organized, detail-oriented individual capable of handling confidential information, coordinating with internal teams and external vendors, and supporting finance processes accurately and on time. This role requires handling of phone calls, responding incoming and outgoing correspondences, organizing internal and external events, supporting with all administrative matters and keeping the office organized as well as support all efforts and process on Sales and Clients matters. PRIMARY DUTIES AND RESPONSIBILITIES - Expense Management & Cost Administration. - Collect, review, and process employee expense claims in accordance with company policies. - Verify supporting documentation (receipts, approvals) and ensure accuracy and completeness. - Maintain expense records and assist with monthly expense reporting. - Coordinate with Finance for timely reimbursement and accounting entries. - Track invoice submissions, approvals, and payment status. Follow up with internal stakeholders and vendors on outstanding invoices. - Maintain accurate invoicing and payment records, and ensure all bank transactions are done on time - Manage the petty cash, capture expenditure data and send the excel file to the Internal Accounting Department. - Maintain quarterly overviews of petty cash expenditures. Vendor Management & Office Procurement - Act as the primary point of contact for office vendors and service providers, including office supplies, IT and telecom providers, Facilities and maintenance, Cleaning, security, and pantry services - Obtain quotations, raise purchase requests, and track vendor contracts and renewals. - Ensure vendors are properly onboarded, including documentation and invoicing details. - Monitor service levels and escalate issues when required. - Ensure inventory maintenance. General Office Administration - Manage office supplies, stationery, and inventory. Maintain the directory of internal and cellular extensions updated. - Coordinate office logistics, access cards, seating arrangements, and basic facilities support. - Travel co-ordination, meetings, and visitor coordination, arrange visa applications (in-coming and out-going) and assist Travel Desk for business trips and in-coming visitors from other offices. - Co-ordinate in organizing external meetings and assist in the smooth operation of office meetings. - Receive and welcome clients, offers refreshments, and refer them to the appropriate parties - Monitor conference and meeting room usage, services those rooms - Plan, organize, and schedule meetings for the Management and staff with external prospects and clients. Prepare minutes if requested. - Ensure that the office is kept tidy and well organized at all times and health and safety standard are met. - Forward all incoming/outgoing mail; and prepare outgoing correspondence forms. - Handle incoming calls, emails, and correspondence professionally. Office Coordination & Internal Support - Provide administrative support to management and teams as required. - Coordinate with Finance, HR, and Operations on administrative processes. - Support audits or internal reviews by providing documentation and records. - Assist with ad-hoc projects and operational tasks as assigned. - Organize, coordinate and assist in the smooth operation of seminars. - Ensure that there is administrative support available to all the employees at any point of time. - Help with special projects (e.g. data entry, mailings, decorating offices for holidays, etc.). - Prepare for events both inside the company and external events - Research relevant events and register participants, assist with researching prospects and create databases - Support in the general organization. Document Management & Record Keeping - Maintain organized electronic and physical filing systems. - Support document preparation, scanning, and archiving. - Ensure compliance with internal policies for document retention and confidentiality. - Accept, identify, copy, date/label, file and distribute all incoming correspondence, including from couriers. - Management & update of internal databases and provide administrative support - Send, copy, date and file faxes as requested by employees. - Ensure that files are maintained and readily accessible. Labels, scans and files all correspondences and documents up to date e.g. cards, bank statements, invoices, receipts, and other records of client companies that are not being handled by the Account Manager and/or other assistants. Confidential Payroll & Administration Support - Prepare necessary data for monthly payroll processing, if instructed by Management - Monthly payroll processing by coordinating with HR and Finance. Collect and verify payroll inputs, including Attendance and leave data, Overtime and allowances, Salary changes and deductions - Coordinate for payroll and ensure timely salary payments, and applications for work and resident permit with the authorities. - Maintain accurate salary and benefits details in the HR system. Maintain employee payroll records and confidentiality, - Maintain the office calendar and registers all employee absence and escalate any violation in HR policies to Group Human Resources (GHR) where necessary - Assist Group Human Resources on any other local administrative matters related to hiring, absence, audit or exits. - Provide administrative assistance to the Group CEO under the supervision of Group Head - Human Resources; maintain strict confidentiality in all matters. TIME RECORDING AND DELIVERY - Accurately record time and value of service when working on projects and business line linked activities or required to do so. - Monitor own productivity and review productivity and performance against deliverables. - Follow a disciplined approach to submitting timesheets and tracking deliverables. - Ensure all daily and weekly deliverables are met, all deadlines are always adhered to and quality is ensured with no errors that impact the business and the Company OTHER DUTIES - Undertake the role of director, trustee, nominee, manager, partner, secretary, authorized signatory or any related position in internal entities or client entities of Amicorp Group, where necessary and required by the Management. - Undertake such other duties, as may from time to time, be required by the Management or/ and Group Human Resources. CANDIDATE PROFILE - Graduate or equivalent, relevant experience of at least 10 years, with prior Payroll and Accounting experience. - High energy, takes initiative, self-motivated with a high degree of accountability. - Strong commercial mindset, positive and proactive, dedicated, focused and result driven. - Thorough knowledge of the established filing system with strong organizational skills. - Excellent organizational, interpersonal and communication skills. Excellent client/ people facing skills. - Well-developed spoken and written communication skills and the ability to tailor style to relevant audiences and successfully liaise with people at different levels. Excellent English language fluency: additional languages preferred. - Strong analytical and problem-solving skills, solution driven, highly organized and detail-orientated with good decision making and time management skills. Independent, hands-on and takes accountability to deliver solutions and results. - Ability to adapt and work in a smaller, dynamic local team environment; along with being part of a bigger matrix organization. Proven team player skills, with ambition to excel in the role.