Admin Assistant - #1161376

Role Purpose

Assist the Accounts and Contracts Departments by managing and processing payables related to subcontractors and suppliers. Provide administrative support to ensure timely and accurate payment processing and maintain strong communication with vendors and internal teams.

Key Responsibilities

• Timely and accurate processing of subcontractor and supplier invoices.

• Proper documentation and filing of all payable transactions (payment response, invoice, claim, backcharge and other supporting documents.

• Effective communication and follow-up with vendors regarding payment response and invoice status.

• Monitor outstanding payment responses and invoices to ensure all transactions are captured and processed within established timelines.

• Coordinate with subcontractors, suppliers, Quantity Surveyors, Project teams, and internal departments to resolve invoice discrepancies and payment-related queries.

• Follow up with vendors and internal stakeholders to obtain missing information or supporting documents required for payment processing.

• Maintain accurate and up-to-date records of all accounts payable transactions, including invoices, payment responses, claims, back charges, and supporting documents.

• Organise and maintain both physical and electronic filing systems to ensure proper record retention and easy retrieval for audits and reference purposes.

• Prepare and compile accounts payable information to support quarterly GST reporting requirements.

• Assist with month-end and financial year-end closing activities by ensuring timely submission and reconciliation of payable records.

• Provide documentation and administrative support during internal and external audit exercises related to accounts payable.

• Prepare correspondence and respond to enquiries relating to invoice status and payment matters in a professional and timely manner.

• Perform data entry and ensure a high level of accuracy and confidentiality when handling financial information.

• Support the Accounts and Contracts Departments with general administrative duties, including filing, scanning, photocopying, and document management.

• Undertake any other duties and responsibilities assigned by the immediate supervisor or management from time to time.

Job Requirements

• Diploma, Higher NITEC, or equivalent qualification in Accounting, Business Administration, Finance, or a related discipline.

• Minimum 1–2 years of relevant experience in accounts payable, finance administration, or a similar role.

• Prior experience within the construction, engineering, or manufacturing industry is preferred.

• Additional certification in accounting or administration will be an added advantage.

• Experience using ERP or accounting systems will be advantageous