Administrative Officer

Job description

Job Purpose

To provide efficient administrative, financial, and operational support to the company by managing invoicing, quotations, bookkeeping, staff onboarding, and coordinating the assignment of maids to clients through the company app.

Key Responsibilities

Quotations & Client Management

• Prepare and issue detailed quotations based on client requirements
• Respond to client inquiries and service requests in a timely manner
• Maintain records of quotations and client engagements
• Support pricing decisions in coordination with management

Invoicing & Billing

• Prepare and issue accurate invoices to clients promptly
• Monitor payments and follow up on outstanding balances
• Maintain proper invoicing records and reconciliation reports
• Address and resolve client billing queries

Bookkeeping & Financial Administration

• Record daily financial transactions
• Maintain accurate and up-to-date financial records
• Assist with bank reconciliations and financial reporting
• Organize and maintain financial documents and receipts

Staff Administration

• Facilitate onboarding and orientation processes
• Create and maintain staff records
• Register and manage maid profiles on the company app/system
• Ensure compliance with company policies and statutory requirements

Staff Scheduling & Assignment

• Monitor incoming client bookings on the company app
• Assign available and suitable maids to client requests promptly
• Ensure optimal allocation of staff based on location, availability, and skillset
• Communicate assignments clearly to maids and confirm attendance
• Track job completion and address any service delivery issues
• Maintain accurate scheduling and assignment records

General Administration

• Maintain office files, records, and correspondence
• Provide administrative support to management and operations
• Coordinate internal communication and scheduling
• Manage office supplies and administrative logistics

Qualifications & Experience

• Diploma in Business Administration, Accounting, or related field
• Minimum of 2 years’ experience in administration, bookkeeping, or operations
• Experience in service delivery or app-based operations is an added advantage

Key Skills & Competencies

• Strong organizational and multitasking abilities
• Good numerical and bookkeeping skills
• Proficiency in Microsoft Office (especially Excel) and basic accounting tools
• Ability to work with mobile or web-based applications
• Strong communication and customer service skills
• Attention to detail and problem-solving ability