Accounting and Admin Secretary

Responsibilities

• Conduct research and analysis to prepare written reports on projects identified by the MD/CFO.

• Prepare reports, tables, correspondence, and memoranda for final report documentation and presentation to other departments or outside agencies.

• Provide ERP and system support to accounts payable, accounts receivable, payroll, budget, and treasury divisions.

• Maintain and reconcile detailed budgets for various accounts, advising on expenditures within budget and informing management of irregularities.

• Assist in the preparation of purchase requisitions, purchase orders, and “receipting” functions for investment-related transactions.

• Collaborate with other departments to ensure the proper use of account codes for procurements.

• Process bond payment requests, work with banks to ensure accurate and timely payments, and maintain investment-related documentation.

• Support the annual budget development process, including organizing meetings, coordinating staff participation in public hearings, and assisting in budget production.

• Coordinate travel arrangements and catering for the finance, performance management, information technology, and customer service departments.

• Provide a wide array of administrative support services, including monitoring project activities for consistency with agency policies and procedures.

• Schedule and prioritize meetings, conferences, and appointments for the CFO, coordinate travel and expense arrangements for staff, and prepare background materials for meetings.

• Create and maintain accounts receivable master records in accounting software, prepare and distribute A/R aging reports to management.

• Manage collection efforts for outstanding receivables, including following the Debt Management Escalation Policy and coordinating with collection agencies.

• Review contracts, billing schedules, and CRM software to prepare customer invoices, and maintain detailed customer files for suite holders and sponsors.

• Lead monthly meetings to discuss delinquent accounts and determine appropriate actions.

• Handle the posting and reconciliation of daily incoming deposits and manual payments.

• Maintain customer and material master data, and collect/submit/source tenders/quotations from government, semi-government, public, and private sectors.

• Assist with documentation and preparation for annual audits.

• Perform various assigned tasks and projects as required.

• Search, purchase and collect Tender/Quotation documents from Government and Private Sectors.

• Communicate effectively via phone and email with a variety of individuals.

• Ensure the confidentiality and privacy of company information.

• Required to travel with own transportation and possess a valid driver’s license.

Qualifications

• Bachelor’s degree in accounting, finance, or a related field is preferred.

• Proven experience in accounting, finance, or administrative roles.

• Strong analytical and research skills.

• Proficiency in using ERP systems and accounting software.

• Excellent attention to detail and organizational abilities.

• Ability to prioritize tasks and meet deadlines in a fast-paced environment.

• Effective communication and interpersonal skills.

• High level of professionalism and confidentiality.

• Proficient in Microsoft Office Suite.

• Valid driver’s license and ability to travel as needed.