Accounts & Admin Executive

-Answer and direct phone calls
-Organize and schedule meetings and appointments
-Maintain contact lists
-Produce and distribute correspondence memos, letters, faxes and forms
-Assist in the preparation of regularly scheduled reports
-Develop and maintain a filing system
-Order office supplies
-Book travel arrangements
-Submit and reconcile expense reports
-Provide general support to visitors
-Provide information by answering questions and requests
-Take dictation
-Research and creates presentations
-Generate reports
-Handle multiple projects
-Prepare and monitor invoices
-Develop administrative staff by providing information, educational opportunities and experiential growth opportunities
-Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
-Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
-Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies
-Contribute to team effort by accomplishing related results as needed
-Carry out administrative duties such as filing, typing, copying, binding, scanning etc.
-Organize travel arrangements for senior managers
-Write letters and emails on behalf of other office staff
-Book conference calls, rooms, taxis, couriers, hotels etc.
-Cover the reception desk when required
-Maintain computer and manual filing systems
-Handle sensitive information in a confidential manner
-Take accurate minutes of meetings
-Coordinate office procedures
-Reply to email, telephone or face to face enquiries
-Develop and update administrative systems to make them more efficient
-Resolve administrative problems
-Receive, sort and distribute the mail
-Answer telephone calls and pass them on
-Manage staff appointments
-Oversee and supervise the work of junior staff
-Maintain up-to-date employee holiday records
-Coordinate repairs to office equipment
-Greet and assist visitors to the office
-Photocopy and print out documents on behalf of other colleagues