Administrative Assistant (Start Nov 2026)

Job description

Administrative Assistant

We are looking for a responsible, organised and service-oriented Administrative Assistant to provide administrative and operational support to our Accounting and Corporate Secretarial teams.

Key Responsibilities

1. Accounting Administrative Support

Coordinate with clients to obtain bank statements, bank documents, and other outstanding supporting documents required by the accounting team.
Follow up with clients on outstanding documents and information in a timely and professional manner.
Assist accountants with administrative tasks relating to the preparation and completion of accounts.
Keep track of outstanding documents and ensure they are properly received, scanned, and filed.

2. Mail & Document Management

Collect and check incoming letters and correspondence on a daily basis.
Open, scan and email correspondence to the relevant clients promptly.
Sort, organise and file physical documents in a neat and systematic manner.
Shred documents where appropriate in accordance with company procedures and confidentiality requirements.
Maintain an organised and tidy document filing system.

3. Reception & Client Service

Attend to the main entrance and welcome clients and visitors in a warm and professional manner.
Offer clients and visitors coffee, tea or other refreshments.
Answer general enquiries and direct visitors or matters to the appropriate staff member.
Maintain a professional and welcoming reception area.

4. Office & Meeting Room Support

Clean and tidy meeting rooms after client meetings.
Ensure meeting rooms are properly set up and ready for the next meeting.
Perform the coffee machine’s cleaning cycle once a day and ensure it is kept clean and ready for use.
Assist with general office organisation and upkeep.

5. General Administrative Support

Provide general administrative and clerical support to the Accounting and Corporate Secretarial teams.
Assist with filing, scanning, photocopying, printing and other administrative tasks as required.
Perform any other administrative duties as assigned to support the smooth running of the office.

Requirements

Minimum 1–2 years of administrative or office support experience preferred.
Well-organised, detail-oriented and able to manage routine tasks independently.
Good communication and interpersonal skills.
Comfortable communicating with clients and following up for outstanding documents.
Basic computer skills, including Microsoft Office and email.
Responsible, reliable and willing to assist with a variety of office administrative tasks.
Able to maintain confidentiality when handling client and company documents.
Prior experience in an accounting, corporate services, professional services or office environment will be an advantage.

Personal Attributes

We are looking for someone who is:

Organised and systematic
Proactive and responsible
Polite and service-oriented
Detail-conscious
Reliable and punctual
Comfortable working with both clients and professional staff
Willing to take initiative and help wherever needed

This is a hands-on administrative role that is important to the smooth day-to-day operation of the office and provides support across both the Accounting and Corporate Secretarial teams.

To commence employment in November 2026.