We are seeking a highly organised and detail-oriented Administrative Assistant to support our operations team. This role plays a critical function in maintaining accurate financial records, tracking project performance, managing attendance data, and coordinating invoice workflows. The ideal candidate demonstrates strong analytical capability, time management skills, and the ability to operate effectively across multiple business functions on a structured weekly cycle.
Key Responsibilities:
1. Attendance & HR Administration
- Compile and present weekly and monthly attendance reports with accuracy and timeliness
- Act as a point of contact for employee attendance-related objections and concerns
- Maintain records in compliance with internal HR policies and procedures
- Update and maintain Books of Account by tracking weekly bank transactions
- Categorise income and expenses accurately across all accounts
- Assist in monthly reconciliation and ensure financial data integrity
3. Invoice & Billing Coordination
- Monitor the status of all pending and upcoming client invoices on a weekly basis
- Create and maintain a project-wise invoice schedule aligned with project milestones
- Coordinate with project managers to ensure timely invoice generation and client follow-up
4. Resource Allocation Reporting
- Track and report on resource allocation and utilisation across all active projects
- Identify gaps or over-utilisation of resources and escalate to relevant stakeholders
- Maintain updated resource deployment records for management review
5. Project Financial Reporting
- Prepare detailed project-wise income and expense utilisation reports every week
- Identify cost overruns, budget variances, and underperforming projects
- Present findings in structured reports for leadership decision-making
Required Qualifications
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Bachelor’s degree in Business Administration, Accounting, Finance, or a related field
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Minimum 1–3 years of experience in an administrative, accounts, or operations support role
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Proficiency in Microsoft Excel, Word, and Accounting
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Hands on experience and knowledge in Zoho Books.
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Solid understanding of basic bookkeeping and financial reporting
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Strong analytical and numerical skills with a high attention to detail
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Excellent written and verbal communication skills
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Ability to prioritise multiple tasks and meet daily and weekly deadlines