Accounts and Administrative Officer

Role & responsibilities

• Act as the point of contact between executives and employees/clients.
• Create regular reports and update internal databases.
• Make travel arrangements.
• Facilitate internal communication (e.g., distribute information and schedule presentations).
• Respond promptly to managers queries.
• Suggest more efficient ways to run the office and troubleshoot malfunctions.
• Review and recommend changes to company policies
• Knowledge of office procedures.
• Proven work experience as a Senior Executive Assistant, Executive Administrative Assistant or similar role would be beneficial.
• Familiarity with online calendars and cloud systems.
• Experience using office equipment, including printers and fax machines.
• Effective communication skills (via phone, email and in-person).
• Experience exercising discretion and confidentiality with sensitive company information.
• Excellent organizational skills with an ability to think proactively and prioritize work.
• Issuance of debit note to vendor in case of rejection or return.
• Solid experience with office management systems, ERPs and MS Office.
• Review PO claims and contracts for conformance to company policy & making MIS report.
• Invoices received form the suppliers are checked and verified with order specification before releasing the payment.
• Maintain records related to Finance department like Invoice, Sales Order etc.
• Receive and verify accuracy of Incoming and Outgoing Shipments in addition to Researching Order Discrepancies while monitoring Open Sales Orders.
• Deal with customer supply queries whether directly or in conjunction with the Quality/ Regulatory Team
• Resolve vendor or contractor grievances and claims against suppliers. Arrange to disposal/sales/use of surplus materials or non-moving materials.
• Maintains budget for monthly expenses for purchases.
• Maintains all account related documents of the company.
• Record profit and loss statements.
• Maintaining timely salaries to all employees.
• Submission of all bank-related documents for all material processing related activities and companys accounts.

Supervisory Responsibilities

To supervise day to day task of office and as required by the reporting Authority.

Preferred candidate profile

• 5 - 8 years of experience in Accounts & Admin and operations
• Excellent organizational skills, with an ability to prioritize important projects aimed at raising productivity
• Excellent Communication Skills - written and verbal
• Kindness, openness and initiative in dealing with employees' requests
• Proficient in using the Microsoft Office suite: Word, Excel, PowerPoint/Macros/MIS
• Experience in vendor management, office management and admin activities.

• Optional - Basic knowledge of AI / LLM tools such as ChatGPT, Bard, Writesonic and so on.