Office Assistant (Adminstration and Finance Coordinator)

Key Responsibilities:
Financial Duties:
• Client Invoicing: Prepare and issue invoices to clients in a timely and accurate manner.
• Supplier Invoice Collection: Collect and organize invoices from suppliers for financial processing.
• Bank Payment Processing: Prepare bank payment orders and execute transfers for business payments and employee salaries; Manage USB security token for secure transactions.
• Bank Payment Recordkeeping: Register and maintain accurate records of bank payment transactions.
• Bank Receipt Queries: Respond to inquiries from customer service or sales teams regarding bank receipt statuses.
• Liaison with Banks and Tax Authorities: Communicate with local banks and tax bureaus to address financial and compliance matters.
Administrative Duties:
• Office Supplies Procurement: Procure essential office items, including drinking water, computers, stationery, and other supplies; Maintain supplier relationships and manage petty cash for procurement needs.
• Team-Building Activities: Support manager to plan and coordinate team-building events to foster employee engagement and collaboration.
• Administrative Reimbursements and Payment Requests: Process daily reimbursement requests and payment applications; Track pending payments and follow up on their status.
• Contract Management: Manage administrative contracts, including renewals and archiving for rent, utilities, internet, and phone services; Safeguard original contract documents and maintain supplier contact information and account details.
• Reception and Guidance: Welcome and guide visitor/interviewees/new joiner, ensuring a professional and organized experience; Support on onboarding and offboarding processes.
• Business License Custody: Securely store and manage the company's original business license.
• Fixed Assets Inventory: Conduct regular inventory of fixed assets and maintain accurate records; Facilitate handover registration for asset-related documentation.
• Access Control Management: Manage door access passwords and permissions, ensuring secure and accurate account transitions.
• Attendance System Management: Register new employees' facial data in the attendance system and manage related accounts and operations.