Operations & Administration Executive

Operations & Administration Executive

About the Role - We are looking for an Operations & Administration Executive to handle the firm's day-to-day office work, billing, HR, records, vendors and basic IT coordination.
The person should be organised, responsible, good with follow-ups, comfortable handling different types of work and multi-tasking.
Key Responsibilities

Billing & Accounts - (i) Prepare and send client invoices and follow up on payments. (ii) Upload and track invoices on client portals, where required. (iii) Check local counsel bills and employee expense claims.
Maintain petty cash and payment records. (iv) Coordinate with the firm's Chartered Accountant.

HR & Office Administration - (i) Handle joining and exit formalities and employee documents. (ii) Maintain attendance, leave and employee records. (iii) Coordinate recruitment and screen intern applications. (iv) Purchase and maintain office stationery, groceries and other supplies. (v) Coordinate with vendors and housekeeping/maintenance staff. (vi) Maintain office inventory.

Documents & Records - (i) Keep Google Drive and physical files properly updated. (ii) Organise invoices, employee documents, and other records. (iii) Ensure that important and confidential documents are properly maintained.

IT Coordination - (i) Coordinate with the firm's IT service provider. (ii) Handle basic issues relating to computers, printers, email and office IT. (iii) Coordinate creation and closure of official email accounts. (iv) Check that backups and other routine IT work are completed.

External Coordination - (i) Deal professionally with clients, vendors, government offices, banks and other organisations. (ii) Handle official communication and follow-ups. (iii) Visit government offices, courts, banks, client offices or other places when required.

Skills Required -
(i) Good communication skills, (ii) Good knowledge of MS Excel, Word, Outlook, Gmail, Google Drive and Google Sheets, (iii) Basic computer and IT knowledge, (iv) Good filing and record-keeping skills, (v) Ability to multi-task and meet deadlines, (vi) Good attention to detail, (vii) Must be comfortable making calls and follow-up, (viii) Must be willing to travel for work when required.