Job Description

Key Responsibilities:

Admin Role: 

• Act as a spoc for all client queries pertain to invoices generation, test and health profile queries.
• You will be an interface between clients and Sales team.
• Ensure 0% wrong  invoicing & Billing Errors in the process and submission of invoices to clients.
• Responsible for payment follow-up with all clients as per standard payments terms and coordinate sales team pertain long standing dues.
• Updating sales & financial status weekly basis to management and on demand.
• Responsible to communicate with customer/prospect leads via email, social media or over the phone to overcome objections and determine if a need exists of the potential customer.
• Work with sales associates across several Business Units within the organisation to move the leads into opportunities in CRM system.
• Daily/Weekly/Monthly business report like sales, expenditure, petty cash details mgmt.
• Meet the departmental and individual key performance indicators important metrics agreed with your Manager, and report on a bi-weekly frequency the activities in daily management stand-up meetings to all business partners involved.
• Build and document standard work for the lead qualification.
• Creation of reports based on requirements
• Manage standard work for Email Campaigns, Database and Tickets
• Maintain daily management and key performance metric
• Responsible for efficient dealing of complaints to completion and enabling satisfaction of customer.
• Responsible for documenting all calls with regards to participant inquires accurately using Call Tracking System.
• To follow-up with participants within a 24-hour period in regards to the initial phone call even if it is to just touch base and let participant know inquiry is still be researched.
• Looking after day-to-day general office management / front office management.
• Purchase Management - Coordination with vendors and processing of bills and payments etc. Negotiating the best deals with vendors.
• Coordinating with external parties for repair, maintenance & replacement of office equipment, appliances, stationary, furniture, furnishing, facilities etc.
• Coordination & liasioning with the bank, maintaining couriers, handling petty cash and other expenses.
• General office supervision, maintenance of facilities, maintain filing systems, maintain necessary records etc.
• Ensure availability of daily requirements to provide harmonious work culture to employees.
• Execute and maintain follow up on periodic tasks (Utility & Electricity bills, AMC renewals, Insurance renewals etc.).
• Drafting business letters, office memos and managing Executive correspondence.
• Manage and oversee the daily operations of the accounting department.
• Monitor and analyze accounting data and produce monthly & yearly financial reports or statements.
• Accounts payable/receivable, Cash receipts, General ledger, Payroll and Master Roll.
• Revenue and expenditure variance analysis.
• Account reconciliations & balance confirmation with client & follow up for outstanding payment.
• Coordinate and finalize annual audits.
• Provide recommendations & Improve systems and procedures and initiate corrective actions

Accounts Role

• Responsible for accounts Receivables  function.
• Ensuring invoices and credit notes are posted within the agreed deadlines and terms.
• Communicate with internal & external stakeholders to ensure documentation for trade and overhead suppliers are checked and archived.
• Reconcile the stock records before the information is recorded in the stock system
• Dealing with internal/supplier queries within the agreed timeframe.
• Review of aged creditors and resolving the queries.
• Monthly reconciliation of supplier statements.
• Produce payment proposals for local and international suppliers.
• Ensuring all invoice/expenses are authorised in line with limits
• Preparation of weekly payment runs for overhead suppliers.
• Work closely with Finance Manager to identify prepayments, accruals, fixed assets and ensure accuracy of coding
• Assist with audit as requested
• Weekly/Monthly reconciliation of Revenue Statement.
• Weekly/Monthly reconciliation of Customer Outstanding.
• Daily reconciliation of Bank Statement.
• Ad-hoc duties as instructed by the Finance Manager.
• Education & Experience
• Essential
• Relevant finance experience in a similar position.
• Experience working under pressure and with minimum supervision.
• Good numeracy skills, attention to detail and accuracy.
• Demonstrated ability to meet deadlines, determine priorities and organise work to meet objectives and help define new processes.
• Computer proficiency with Outlook, finance, and stock softwares.
• Knowledge of general accounting principles.
• Advanced Excel skills, and comfortable with manipulation of large data sets.
• Significant hands-on experience of financial accounting systems.
• Excellent written and verbal communication skills in English.