Admin Assistant

📋 Key Responsibilities
1. Document & Filing Management
· Organize and maintain all company documents such as quotations, purchase orders, delivery orders, invoices, receipts, and contracts.
· Create and folders categorised by Month Closing name, client, and month Bank Recon
· Collect and compile project photos, job sheets, signed documents, and completion reports from site teams.
· Prepare and submit project completion files to clients for sign-off or handover.
· Assist in preparing audit files and month-end closing documents.

2. Accounting & AutoCount Pos System
· Input and update transactions using AutoCount Accounting System (Invoices, Purchase Orders, Payments, Receipts).
· Issue official documents such as Invoice, PO, DO, Credit Note, and Receipt.
· Update customer payment records and follow up on outstanding collections.
· Record supplier invoices, payment vouchers, and petty cash claims.
· Prepare monthly expense and consumption reports for management review.

3. Submission & Payment Collection
· Collect project documentation and photos from installers or technical teams after site completion.
· Follow up on client acknowledgment and payment collection.
· Record collection dates, outstanding balances, and remarks in tracking sheet.
· Support account closing with verified project documentation.

4. Procurement & Supplier Coordination
· Prepare purchase requisitions and supplier orders based on project or stock needs.
· Communicate with suppliers for quotation, order confirmation, and delivery updates.
· Verify goods received, prices, and invoice details for accuracy.
· Handle returns, exchanges, and Credit Note documentation.

5. Meetings & Communication
· Attend daily or weekly department meetings and prepare meeting minutes.
· Distribute tasks and follow up on action items decided during meetings.
· Communicate efficiently with Technical, Sales, and Warehouse teams.
· Assist in maintaining internal SOPs, checklists, and workflow charts.

🧩 Requirements
Education:
· Diploma or higher in Accounting, Business Administration, or related field.

Skills:
· Proficient in AutoCount Accounting System.
· Strong knowledge of Microsoft Excel, Word, and basic document formatting.
· Experience in invoicing, filing, and financial documentation.
· Ability to record minutes, prepare reports, and manage document systems.

Personal Attributes:
· Detail-oriented, organized, and responsible.
· Proactive with good communication and coordination skills.
· Able to multitask and meet deadlines under minimal supervision.
· Team player with a positive attitude and learning mindset.