Accounts/Administrative Assistant

We are seeking a motivated, organized, and proactive individual to join our team as an Accounts/Admin Assistant. This role is ideal for someone with good communication skills, who is eager to learn, enjoys working in a fast-paced environment, and possesses strong administrative and computer skills.

Job Responsibilities:

1. General Accounting Support:
• Assist in the preparation quotations, invoices, payments, delivery notes, receipts, and other financial entries into the accounting system.
2. Accounts Payable and Receivable:
• Process and manage accounts payable and accounts receivable transactions.
• Sending Purchase Orders to suppliers.
• Liaising with courier companies and customs brokers.
• Ensure timely and accurate payment processing for vendors and clients.
• Liaising with Bankers and timely provision of necessary documentation.
• Assist in collecting outstanding accounts receivable payments , sending customer statements and maintaining client account records.
• Liaising with insurance companies and providing necessary documentation to settle claims.
3. Financial Reporting and Compliance:
• Prepare monthly financial reports.
• Assist with audit preparations and ensure that all financial activities comply with relevant accounting standards and regulations.
• Prepare and submit tax filings, including VAT and other related reports.
4. Internal Controls and Documentation:
• Assist in ensuring adherence to internal controls and accounting procedures.
• Maintain accurate and organized financial records, both paper-based and electronic.
5. Ad-Hoc Accounting Tasks:
• Provide support for other projects as required by management eg. Tenders, Conferences, Trade shows, etc
• Assist in implementing improvements in accounting processes and procedures to enhance efficiency and accuracy.
• Prepare, create or edit documents using Microsoft Suite.
• Organize Files, manage record and maintain and efficient office environment.
• Assist with dealing with walk in customers.
• Handle general office duties 
• Collect, upload and verify employees delivery notes.
6. Ad-Hoc Tasks:
• Manage monthly grocery orders and quarterly stationery supply requests.
• Handle internal and external departmental mail.
• Coordinate conference room meetings.
• Organize all aspects of travel arrangements for employees, including flights, hotels, ground transport, per diem, and customs documentation.
• Provide logistical support for meetings and conferences (IT setup, printed materials, etc.).
• Handle document preparation, photocopying, binding, and filing.
• Offer general administrative support to staff and managers.
• Maintain directors calendars and meeting schedules.
• Undertake any other related administrative duties.