We are looking for an experienced, enthusiastic, organized and driven Administration Assistant
to join our growing Team. This role requires a keen attention to detail, understanding of the end-
end process, strong interpersonal and customer service skills, and the ability to work
independently within a fast-paced team environment. We are a small, close-knit team with a motto of prioritising customer satisfaction. Communication is essential. To excel in this role, you must understand clients' needs and communicate effectively. We seek individuals who can listen to and ask questions for better comprehension.
We are looking for an experienced, enthusiastic, organized and driven Administration Assistant
to join our growing Team. This role requires a keen attention to detail, understanding of the end-
end process, strong interpersonal and customer service skills, and the ability to work
independently within a fast-paced team environment. We are a small, close-knit team with a motto of prioritising customer satisfaction. Communication is essential. To excel in this role, you must understand clients' needs and communicate effectively. We seek individuals who can listen to and ask questions for better comprehension.
Responsibilities:
Accounting Admin Tasks:General Xero Admin tasks as assignedRecording expenses, bank payments reconciliation and preparing monthly General Journal entries for closing/allocation/correctionsAccounts receivable - Investigating, following up and processing of outstanding claims, credit notes and overdue invoicesHandling payments of invoices and management of invoicing platformsAbility to identify and address data discrepanciesTimely and accurate processing of invoicesEnsure supporting documents and approvals are obtainedCustomer changes in entitiesTransferring billing to new company entities due to business saleOrder products using Kaseya Quote Manager and follow-up delivery status
Daily administrative tasks:Monitor and reviewing upcoming renewals for Domains, Certificates and LicencesGeneral documentation, scanning of Docs to Google DriveReview client backup alerts and create tickets to address issuesManage Harvest (time tracking): Review and invoice tech time entries in HarvestAssist with the drafting of proposal (using our existing templates)
General Calendar Scheduling:Leave, appointments Coordinate and schedule calendars for job scheduling between the tech team and customers: either onsite and/or remotely. The later also entails collaboration with the service coordinator.MS365 licensing via Rhipe (Crayon)Booking couriersTo be successful in this role, you will have:
Essential Systems/Tools:XeroGmail, Google Drive, Google Docs
Desirable/good to have:Harvest (time tracking app)FreshdeskWHMCSPandaDocKaseya Quota ManagerRhipe/Crayon (MS365 Licensing)
Experience:Proven experience as an administrative assistantExposure to accountingProficiency in Xero
Soft Skills Required:Competent data entry skills and strong attention to detailExcellent verbal, written and communication skillsAnalytics mindsetExcellent problem-solving skillsAbility to prioritise, meet deadlines and time management skills within a fast-paced environmentAbility to work autonomously and part of a teamA positive and proactive attitude (we welcome new ideas and suggestions on processes/workflow improvements or other areas)
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