B.A; B.Sc., additional certification or training in Office Administration, Bookkeeping, or Accounting is preferred.
2 - 5 years relevant work experience in administrative support roles, preferably in the construction or related industry.
Proficiency in office management tasks such as document management, scheduling, and communication handling.
Basic knowledge of bookkeeping principles and practices, including accounts payable, accounts receivable, and financial reporting.
Familiarity with accounting software such as QuickBooks or similar applications.
Strong computer skills and familiarity with office software applications, including Microsoft Office Suite.
Excellent organizational and time management skills, with the ability to prioritize tasks and manage workload effectively.
Attention to detail and accuracy in performing administrative and bookkeeping tasks.
Ability to work independently with minimal supervision and as part of a team in a fast-paced environment.

Competencies:

Organizational Skills: Excellent organizational and time management skills to prioritize tasks, meet deadlines, and manage multiple responsibilities simultaneously.
Attention to Detail: Meticulous attention to detail to ensure accuracy and precision in documentation, scheduling, and bookkeeping tasks.
Communication Skills: Strong verbal and written communication skills to convey information clearly and effectively to diverse audiences.
Problem-Solving: Ability to identify issues, troubleshoot problems, and implement solutions in a timely and effective manner.
Technical Proficiency: Proficiency in using office software such as Microsoft Office Suite (Word, Excel, PowerPoint) and accounting software (e.g., QuickBooks).
Confidentiality: Ability to handle sensitive information with discretion and maintain confidentiality at all times.
Customer Service Orientation: Commitment to providing excellent customer service to internal and external stakeholders.
Teamwork: Collaborative mindset with the ability to work effectively as part of a multidisciplinary team and support colleagues as needed.

Additional Requirements:

Willingness to learn and adapt to new technologies and software applications.
Availability to work flexible hours and occasional overtime as needed.
Demonstrated commitment to upholding ethical standards and professionalism in all aspects of work.
Physical ability to perform tasks such as lifting and moving office supplies and equipment as needed.

Responsibilities

Qualifications and Experience

B.A; B.Sc., additional certification or training in Office Administration, Bookkeeping, or Accounting is preferred.
2 - 5 years relevant work experience in administrative support roles, preferably in the construction or related industry.
Proficiency in office management tasks such as document management, scheduling, and communication handling.
Basic knowledge of bookkeeping principles and practices, including accounts payable, accounts receivable, and financial reporting.
Familiarity with accounting software such as QuickBooks or similar applications.
Strong computer skills and familiarity with office software applications, including Microsoft Office Suite.
Excellent organizational and time management skills, with the ability to prioritize tasks and manage workload effectively.
Attention to detail and accuracy in performing administrative and bookkeeping tasks.
Ability to work independently with minimal supervision and as part of a team in a fast-paced environment.

Competencies:

Organizational Skills: Excellent organizational and time management skills to prioritize tasks, meet deadlines, and manage multiple responsibilities simultaneously.
Attention to Detail: Meticulous attention to detail to ensure accuracy and precision in documentation, scheduling, and bookkeeping tasks.
Communication Skills: Strong verbal and written communication skills to convey information clearly and effectively to diverse audiences.
Problem-Solving: Ability to identify issues, troubleshoot problems, and implement solutions in a timely and effective manner.
Technical Proficiency: Proficiency in using office software such as Microsoft Office Suite (Word, Excel, PowerPoint) and accounting software (e.g., QuickBooks).
Confidentiality: Ability to handle sensitive information with discretion and maintain confidentiality at all times.
Customer Service Orientation: Commitment to providing excellent customer service to internal and external stakeholders.
Teamwork: Collaborative mindset with the ability to work effectively as part of a multidisciplinary team and support colleagues as needed.

Additional Requirements:

Willingness to learn and adapt to new technologies and software applications.
Availability to work flexible hours and occasional overtime as needed.
Demonstrated commitment to upholding ethical standards and professionalism in all aspects of work.
Physical ability to perform tasks such as lifting and moving office supplies and equipment as needed.

Purpose of Position

We are seeking a dedicated and experienced Administrative Staff / Bookkeeper to play a pivotal role in providing general administrative support to the organisation, including managing documentation, scheduling meetings, handling communications, and performing bookkeeping tasks.
They ensure smooth and efficient operation of administrative processes to support the construction team and facilitate effective communication with internal and external stakeholders.

Essential Duties / Key Job Roles and Duties
Includes but not limited to the following:

Document Management: Maintain and organize physical and electronic files, including contracts, permits, invoices, and correspondence, ensuring accurate record-keeping and easy retrieval of information.
Scheduling and Coordination: Schedule meetings, appointments, and travel arrangements for construction team members, and coordinate logistics for events, conferences, and site visits.
Communication Handling: Manage incoming and outgoing correspondence, including phone calls, emails, and mail, and respond to inquiries or redirect them to appropriate personnel as needed.
Office Operations: Ensure smooth operation of office equipment and supplies, monitor inventory levels, and coordinate office maintenance and repairs as necessary.
Bookkeeping and Accounting Tasks: Perform basic bookkeeping tasks such as data entry, invoicing, accounts payable and receivable, payroll processing, and bank reconciliations using accounting software.
Financial Reporting: Generate financial reports, including profit and loss statements, balance sheets, and cash flow statements, to support decision-making and financial analysis.
Administrative Support: Provide administrative assistance to construction team members, including preparing documents, presentations, and reports, and assisting with project-related tasks as needed.
Confidentiality Maintenance: Maintain confidentiality of sensitive information and documents, including personnel records, financial data, and business strategies.
Compliance Monitoring: Ensure compliance with company policies, procedures, and regulatory requirements in administrative and financial activities.
Customer Service: Provide excellent customer service to internal and external stakeholders, including clients, vendors, and visitors, by addressing inquiries and resolving issues in a timely and professional manner.

Key Performance Indicators (KPIs)

Documentation Accuracy: Measure the accuracy and completeness of documentation management processes, including filing and record-keeping.
Meeting Schedule Compliance: Assess adherence to meeting schedules and timelines for construction team members.
Communication Responsiveness: Evaluate the timeliness and effectiveness of communication handling, including response times to inquiries and messages.
Bookkeeping Accuracy: Measure the accuracy of bookkeeping tasks, including data entry, invoicing, and financial reporting.
Financial Performance: Monitor key financial indicators such as accounts receivable turnover, accounts payable turnover, and cash flow to assess financial health.
Office Efficiency: Assess the efficiency of office operations, including equipment maintenance, supply management, and administrative support.
Compliance Adherence: Ensure compliance with company policies, procedures, and regulatory requirements in administrative and financial activities.
Customer Satisfaction: Solicit feedback from internal and external stakeholders regarding satisfaction with administrative support services.

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