Admin and Operations Officer at HR-EX Consulting

Job brief: 

Our client, a leading one-stop shop for air conditioning and ventilation solutions, seeks an Admin and Operations Officer to support administrative, financial, and operational functions.

Key Responsibilities

• Oversee and coordinate office administrative functions, which include procurement &supplier coordination, utility payments, and tracking of operational expenses.
• Prepare and process payments to contractors and suppliers by verifying supporting documentation and managing disbursements.
• Organize and monitor periodic air-conditioning maintenance contracts, including scheduling and performance tracking.
• Facilitate the timely collection of receivables by issuing invoice reminders and liaising with clients.
• Prepare and issue quotations, pro forma invoices, commercial invoices, receipts, vouchers, cheques, and Local Purchase Orders (LPOs).
• Maintain accurate records of debtors and creditors, schedule payments, and reconcile discrepancies in financial accounts.
• Manage accounts payable and receivable, payroll administration, cash management, and fixed assets, including the compilation and analysis of financial data required for financial reporting.
• Maintain financial databases and manual filing systems, manage the fixed asset register, and compute and file statutory tax returns, including withholding tax.
• Identify and implement improvements to operational processes, systems, and policies to enhance efficiency and effectiveness.
• Liaise with the company’s bankers on matters relating to corporate accounts and financial transactions.
• Provide accurate and timely documentation to external accountants to support the preparation of year-end financial statements.
• Support overall company operations management by effective client and employee relationship management.
• Perform other duties as assigned in support of the company’s operational objectives.

Key Requirements

• Bachelor’s degree from a reputable university (preferably in Business Administration, Accounting, Management, or a related field).
• Excellent numerical, analytical, and written communication skills.
• Sound knowledge of bookkeeping procedures, financial principles, and applicable regulations.
• Proficiency in data entry with the ability to detect and resolve numerical discrepancies.
• Proficient in Microsoft Excel and other relevant Microsoft Office applications.
• Strong attention to detail and high level of accuracy.
• Proven experience in a similar role, preferably within a construction, engineering, or project-based environment. (This would be an added advantage)
• Strong organizational, interpersonal, and prioritization skills.