Administrative Officer

Position Overview

We are seeking a highly organized and detail-oriented Administrative Officer to support the daily operations of our accounting firm. The successful candidate will be responsible for managing office administration, documentation, client coordination, scheduling, and general operational support to ensure the smooth and efficient running of the firm.

Key Responsibilities

Office Administration & Operations

• Manage day-to-day office operations and ensure a well-organized, professional work environment
• Maintain office supplies inventory and coordinate procurement when necessary
• Handle incoming calls, emails, and visitors in a professional manner
• Coordinate meetings, appointments, and internal schedules

Documentation & Records Management

• Maintain accurate filing systems for client records, contracts, engagement letters, and internal documents (physical and electronic)
• Ensure proper documentation control, confidentiality, and data protection compliance
• Assist in preparing letters, reports, proposals, and basic documentation for partners and managers

Client Coordination & Front Desk Support

• Serve as the first point of contact for clients, responding to inquiries and directing them appropriately
• Schedule client meetings and follow up on appointments and document submissions
• Support client onboarding by collecting required documentation and updating client records

Finance & Billing Support

• Assist with invoicing, payment tracking, and client billing records
• Maintain basic expense records and petty cash documentation
• Support the accounts team with administrative data where required

Compliance & Process Support

• Support internal compliance with firm policies and professional standards
• Assist during audits, inspections, or regulatory reviews by preparing administrative documentation
• Help implement and improve administrative processes