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Position Overview

The Administrative Assistant plays a crucial role in ensuring the smooth day-to-day operations of the company by handling administrative, human resources, accounting, and account management tasks. This role requires excellent organizational skills, attention to detail, and the ability to multitask in a fast-paced environment. The ideal candidate should be proactive, resourceful, and capable of maintaining confidentiality while working efficiently across multiple departments.

Key Responsibilities

1. Administrative Duties

• Office Management: Maintain a well-organized and efficient office environment, ensuring all supplies, equipment, and facilities are well-maintained.
• Scheduling & Coordination: Organize meetings, appointments, and conference calls; maintain executive calendars.
• Document Management: Prepare, format, and file documents, reports, and correspondence.
• Communication Handling: Manage emails, phone calls, and inquiries while ensuring prompt responses.
• Travel Arrangements: Coordinate travel bookings, accommodations, and itinerary management for executives and staff.
• Event Planning: Assist in organizing company events, workshops, and training sessions.
• Data Entry & Record Keeping: Maintain company records, ensuring accuracy and easy retrieval.

2. Human Resource Duties

• Recruitment Support: Assist with job postings, screening resumes, scheduling interviews, and onboarding new employees.
• Employee Records Management: Maintain employee files, contracts, and confidential HR documents.
• Payroll Assistance: Collect and process timesheets, verify working hours, and coordinate with the finance department for payroll execution.
• Attendance & Leave Tracking: Monitor employee attendance, manage leave applications, and update records accordingly.
• Employee Relations Support: Act as a point of contact for employee inquiries and concerns, escalating issues when necessary.
• Training Coordination: Assist in planning and organizing employee training programs.
• Compliance & Policy Implementation: Ensure company HR policies are up to date and employees adhere to them.

3. Accounting Duties

• Invoice Processing: Prepare, process, and track invoices, ensuring timely payments.
• Bookkeeping: Maintain financial records, including expenses, transactions, and petty cash.
• Reconciliation: Assist with bank and account reconciliations.
• Expense Reports: Review, verify, and process employee expense claims.
• Financial Reporting Support: Assist in the preparation of monthly financial statements and reports.
• Tax & Compliance Assistance: Support the finance team in ensuring tax filings and financial compliance.
• Budget Monitoring: Track office expenses and assist in budget preparation.

4. Account Management Duties

• Client Support: Serve as the primary point of contact for clients, addressing their inquiries and concerns.
• Client Onboarding: Assist in setting up new client accounts and maintaining updated client records.
• Contract & Agreement Management: Help draft, review, and update client contracts and service agreements.
• Billing & Payments: Follow up on client payments, issue invoices, and reconcile outstanding balances.
• Customer Relationship Management (CRM): Maintain client databases and ensure up-to-date records.
• Account Performance Monitoring: Assist in tracking key account metrics and reporting insights to management.
• Issue Resolution: Coordinate internally to resolve client issues efficiently and ensure customer satisfaction.

Required Skills & Qualifications

Education & Experience:

• Bachelor’s degree in Business Administration, Accounting, Human Resources, or a related field preferred.
• Minimum of 2-3 years of experience in an administrative, HR, accounting, or account management role.
• Experience in a corporate or professional services environment is an advantage.

Technical Skills:

• Proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint).
• Knowledge of HRIS, payroll, or accounting software (e.g., QuickBooks, SAP, Xero, or similar).
• Familiarity with CRM tools for account management.
• Strong data entry and financial record-keeping skills.

Soft Skills:

• Excellent organizational and multitasking skills to handle diverse responsibilities.
• Strong communication skills (both written and verbal) for professional interactions with clients and employees.
• Detail-oriented with high accuracy in document preparation and financial reporting.
• Problem-solving skills to address administrative, HR, and client issues effectively.
• Ability to handle confidential information with discretion and professionalism.
• Time management skills to meet deadlines and prioritize tasks efficiently.
• Customer service mindset to ensure positive client interactions.

Work Environment & Conditions

• Work Hours: Full-time, Monday to Saturday (Occasional overtime may be required).
• Work Location: Office-based.
• Reporting Line: Reports to the Office Manager, HR Manager, Finance Manager, or CEO depending on company structure.

Career Growth Opportunities

• With experience, the Administrative Assistant may advance into roles such as:
  • Office Manager
  • HR Coordinator or Manager
  • Finance/Accounting Specialist
  • Client Account Manager

Application Process

Interested candidates should submit their resume and cover letter to info@tataachi.com detailing their administrative assistant experience. We encourage women to apply.