Admin Assistant (Temp)

Role Purpose

The Administrative Assistant is responsible for providing administrative accounts receivable (AR), and commercial support to ensure smooth day-to-day business operations. The role supports quotation preparation, AR clearance, invoicing, collections follow-up and coordination with customers and internal stakeholders to ensure timely processing of commercial transactions and accurate record keeping.

Key Responsibilities

• Support AR clearance activities and ensure timely reconciliation of outstanding receivables.
• Monitor customer payment status and follow up on overdue invoices.
• Liaise with customers regarding invoice discrepancies and payment-related queries.
• Assist in preparing AR ageing reports and collection updates for management review.
• Coordinate with Finance to ensure payments are properly allocated and reconciled.
• Assist in preparing supporting documents required by customers for payment processing.

• Prepare customer quotations, proposals, and commercial documentation accurately and promptly.
• Support contract and sales order administration.
• Generate and issue invoices based on approved quotations, contracts, or purchase orders.

Requirements:

• Diploma, GCE O-Level, NITEC, Higher NITEC, or equivalent qualification in Business Administration, Accounting, Finance, or a related discipline.
• No prior experience is required as on-the-job training will be provided.
• Proficient in Microsoft Office applications, particularly Microsoft Excel and Word.
• Able to communicate effectively in English, both verbally and in writing.
• Good written communication and documentation skills.
• Meticulous, organized, and able to manage multiple tasks in a fast-paced environment.
• Positive attitude, willingness to learn, and ability to work independently as well as in a team environment.