Office management: Answering and directing phone calls, greeting visitors, and managing mail and incoming correspondence.
Scheduling: Coordinating appointments, meetings, and travel arrangements for staff.
Document and data management: Preparing, editing, and formatting documents like reports and memos; creating and maintaining electronic and physical filing systems; performing data entry; and handling records.
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We are seeking a dynamic, motivated and results-driven individual to join our growing team!
The ideal candidate is a committed and reliable team player, a strong multi-tasker who is flexible and adaptable, open to challenges and passionate about marketing, branding and business growth.
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Are you super organised, good with numbers, and love keeping things running smoothly? Join us as our next Admin & Accounts Assistant and be the backbone of our growing team!
Responsibilities:
Assist in accounting tasks, including invoicing, payments, and reconciliations.
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Assist in the procurement and purchasing processes, including order placement, tracking, and follow-up
Maintain accurate and up-to-date records of all procurement activities, including supplier information and purchase orders
Support the inventory management team by conducting regular stock checks, analysing inventory levels, and identifying potential shortages or surpluses
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Assist in taking off quantities from drawings and specifications for roadwork items such as earthworks, pavement layers, drainage, kerbs, and ancillary works.
Monitor site quantities versus contract quantities and report any discrepancies to the Senior QS.
Maintain proper records of daily work done, delivery orders, and site instructions affecting quantities.
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Enter and retrieve information contained in computer databases using a keyboard, mouse, or trackball to update records, files, reservations, and answer inquiries from guests. Transmit information or documents using a computer, mail, or facsimile machine. Operate standard office equipment other than computers. Prepare letters, memos, and other documents using word processing, spreadsheet, database, or presentation software. Handle incoming and outgoing mail, including date stamping and distributing incoming mail. Create and maintain computer- and paper-based filing and organization systems for records, reports, documents, etc. Compile, copy, sort, and file records of office activities, business transactions, and other activities. Enter and locate work-related information using computers and/or point of sale systems.
Follow all company policies and procedures, ensure uniform and personal appearance are clean and professional, maintain confidentiality of proprietary information, and protect company assets. Welcome and acknowledge all guests according to company standards, anticipate and address guests’ service needs, assist individuals with disabilities, and thank guests with genuine appreciation. Speak with others using clear and professional language, prepare and review written documents accurately and completely, and answer telephones using appropriate etiquette. Develop and maintain positive working relationships with others, support team to reach common goals, and listen and respond appropriately to the concerns of other employees. Move, lift, carry, push, pull, and place objects weighing less than or equal to 10 pounds without assistance. Perform other reasonable job duties as requested by Supervisors.
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Process and verify all invoices accurately in the Enterprise Resource Planning (ERP) system on a daily basis, ensuring all supporting documents are complete and compliant.
Monitor and follow up on disputed invoices, ensuring timely investigation, resolution, and closure.
Ensure prompt payment of accounts payable and perform monthly supplier/creditor reconciliations.
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Process and verify all invoices accurately in the Enterprise Resource Planning (ERP) system on a daily basis, ensuring all supporting documents are complete and compliant.
Monitor and follow up on disputed invoices, ensuring timely investigation, resolution, and closure.
Ensure prompt payment of accounts payable and perform monthly supplier/creditor reconciliations.
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Prepare, compile, and submit daily, weekly, and monthly road maintenance reports.
Maintain and update maintenance records, inspection checklists, work orders, defect logs, and asset inventories.
Assist in preparing technical reports related to pothole repairs, road resurfacing, drainage maintenance, road markings, signage, guardrails, and other road infrastructure works.
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Registered and update patient’s data accordingly (including patients’ demographic, preparation of forms, and open a case note for new patients.)
Responsible for recording, inform and follow-up with patient appointment To ensure all patient appointment card are properly documented and patients are well informed.
Responsible for checking and arranging the items inside clinic
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Design and deliver engaging learning programs in line with hotel’s direction and goals
Collaborate with department heads to develop programs in line with Career Development Plans (CDP) and Performance Improvement Plan (PIP) for team members.
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