Office Assistant (Administration and Finance Coordinator)

Key Responsibilities:Financial Duties:• Client Invoicing: Prepare and issue invoices to clients in a timely and accurate manner.• Supplier Invoice Collection: Collect and organize invoices from suppliers for financial processing.• Bank Payment Processing: Prepare bank payment orders and execute transfers for business payments and employee salaries; Manage USB security token for secure transactions.• Bank Payment Recordkeeping: Register and maintain accurate records of bank payment transactions.• Bank Receipt Queries: Respond to inquiries from customer service or sales teams regarding bank receipt statuses.• Liaison with Banks and Tax Authorities: Communicate with local banks and tax bureaus to address financial and compliance matters.Administrative Duties:• Office Supplies Procurement: Procure essential office items, including drinking water, computers, stationery, and other supplies; Maintain supplier relationships and manage petty cash for procurement needs.• Team-Building Activities: Support manager to plan and coordinate team-building events to foster employee engagement and collaboration.• Administrative Reimbursements and Payment Requests: Process daily reimbursement requests and payment applications; Track pending payments and follow up on their status.• Contract Management: Manage administrative contracts, including renewals and archiving for rent, utilities, internet, and phone services; Safeguard original contract documents and maintain supplier contact information and account details.• Reception and Guidance: Welcome and guide visitor/interviewees/new joiner, ensuring a professional and organized experience; Support on onboarding and offboarding processes.• Business License Custody: Securely store and manage the company’s original business license.• Fixed Assets Inventory: Conduct regular inventory of fixed assets and maintain accurate records; Facilitate handover registration for asset-related documentation.• Access Control Management: Manage door access passwords and permissions, ensuring secure and accurate account transitions.• Attendance System Management: Register new employees’ facial data in the attendance system and manage related accounts and operations.