Secretary/Administrative Assistant

JOB DESCRIPTION:

1. Bookkeeping & Finance Duties

● Perform daily bookkeeping activities to ensure all transactions are accurately recorded.

● Key in and maintain sales invoices, purchase bills, and payment records.

● Reconcile accounts, including:

○ Customer payments

○ Supplier payments

○ Bank and cash transactions

● Monitor outstanding receivables and payables and follow up when necessary.

● Prepare payments in the online banking portal

● Ensure all financial records are properly filed and up to date for reporting and audit purposes.

2. Administrative Responsibilities

● Act as a point of contact for clients, suppliers, and internal teams as well as external partners.

● Handle daily administrative tasks such as:

○ Replying to emails

○ Following up on client inquiries

○ Coordinating information between departments

● Maintain organized records of correspondence, invoices, and shipping documents.

● Support management with administrative documentation and coordination as required.

3. Shipping & Logistics Coordination

● Review and verify orders received from clients.

● Coordinate shipment arrangements with logistics partners and agents.

● Monitor shipment status from the time goods arrive at the logistics agent until:

○ Shipment is dispatched

○ Shipment successfully arrives at the client

● Ensure all shipping documents, invoices, and packing instructions are complete and compliant.

● Maintain organized records and ensure proper filing of correspondence, invoices, and shipping documents.

● Communicate shipment updates and resolve any issues related to delays or documentation.

4. General Responsibilities

● Ensure accuracy, confidentiality, and timeliness in all tasks.

● Follow company procedures and maintain proper documentation standards.

● Assist with ad-hoc tasks related to finance, administration, or logistics when required.

Requirements:

- Odoo ERP system experience preferred

- Online banking experience

- Accurate and meticulous working

- Independent working, Self-organized

Contract Type:

• Remotely
• Visa Provided

Job Type: Contract