1. Weekly Operational Reporting
Prepare and present the weekly report for team meetings, including:
- Current leads and lead conversion
- Pending receivables
- Project cost updates and sales targets
- Invoice payment updates/collectables
Maintain an organized, aligned, and well-formatted reporting sheet.
2. Petty Cash & General company accounting
Maintain the petty cash log and ensure accurate recording of reimbursable expenses.
Accurately record all payment receipts and invoices on the system.
3. Supplier Coordination
Maintain and update the supplier contact sheet.
Contact new suppliers, request catalogs, and file supplier portfolios.
Create payment schedule based on cash flow and track company cash flow.
Collect and record supplier commissions, ensuring accurate documentation and invoicing.
4. Quotation & Procurement Support
Request, compare, and track quotations from suppliers.
Ensure all invoices are received, reviewed, and linked to appropriate projects.
Assist in preparing Client shopping lists with their variations, organizing by area and tracking delivery status.
Coordinate deliveries with designers, suppliers, and contractors.
5. Client Communication Support
Share and track project invoices and payment receipts with clients or internal team.
Maintain a client email sheet and record all communication logs.
6. Meeting Documentation
Format and save project meeting minutes (MOM).
7. Financial Coordination
Support the bookkeeping process by organizing invoices, POs, and sales data.
Update internal sales and PO tracking sheets, linking costs and payments correctly.
Work with the external accounting team for monthly reports and petty cash tracking.
Ensure accurate and timely system uploads for financial documentation.
8. Zoho Books Organization
Knowledge of Zoho books.
Create and update projects in Zoho, ensuring all invoices and POs are correctly linked.
Follow naming conventions and folder structures across system and internal tools.
9. General Administrative Duties
Organize folders and documents.
Coordinate company paperwork renewals and other operational tasks.
Lead weekly workflow discussions and adjust internal workload as needed.
Provide feedback and suggest workflow improvements where applicable.
Due diligence in all company accounting and administrative matters, and have initiative to find solutions to issues as well as create a clearer system.
Easily picks up on new systems and eager to learn and work with a team. Able to work from Cafes, co-working spaces, home and office.
Need to be organized, prompt, detail oriented, have an accounting background and knowledge, able to multi-task and support the team efficiently.
Skills
Zoho Books or accounting software knowledge
Quotation adjustments with variations
General good understanding of Accounting and finances
Able to grasp any new system implemented
Has the initiative to propose organized simplified systems
Team player and supportive
Good English speaking
Presntable
