Cheif Adminstration / Accounting Assistant

• Oversee Daily Operations: Ensure smooth functioning of office operations, including managing office supplies, equipment, and facilities.
• Administrative Support: Provide administrative support to senior management and coordinate with different departments to streamline processes.
• Policy Implementation: Ensure compliance with company policies and procedures, and assist in updating them as needed.

• Recruitment Coordination: Assist in the recruitment process by posting job ads, scheduling interviews, and managing candidate communications.
• Employee Records: Maintain accurate employee records, including contracts, performance reviews, and training documentation.
• Onboarding: Facilitate the onboarding process for new employees, ensuring they receive necessary training and orientation.

• Budget Management: Assist in monitoring departmental budgets and expenditures, ensuring financial efficiency.
• Invoice Processing: Oversee the processing of invoices and payments, coordinating with the finance department.
• Financial Reporting: Prepare financial reports and summaries for management review.

• Internal Communication: Serve as a central point of contact for internal communications, ensuring information is distributed effectively across departments.
• External Communication: Manage relationships with external vendors, clients, and partners, ensuring professional and timely communication.

• Project Support: Provide administrative support for ongoing projects, including scheduling meetings, preparing documentation, and tracking progress.
• Data Management: Maintain project databases and ensure all project-related information is up-to-date and accessible.

• Regulatory Compliance: Ensure compliance with all relevant regulations and standards, including occupational health and safety requirements.
• Safety Protocols: Assist in developing and implementing safety protocols and procedures, and ensure they are followed by all employees.

• Team Meetings: Conduct regular meetings with administrative staff to review tasks, address issues, and plan for upcoming weeks.
• Performance Review: Assist in conducting performance reviews and providing feedback to administrative staff.
• Strategic Planning: Collaborate with management to develop and implement strategic plans for administrative functions.

• Organizational Skills: Ability to manage multiple tasks and priorities efficiently.
• Communication Skills: Strong verbal and written communication skills for effective interaction with staff and external partners.
• Problem-Solving: Ability to identify and resolve administrative and operational issues proactively.

• Organizational Skills: Ability to manage multiple tasks and priorities efficiently.
• Communication Skills: Strong verbal and written communication skills for effective interaction with staff and external partners.
• Problem-Solving: Ability to identify and resolve administrative and operational issues proactively.

• Invoice Submission: All invoices must be submitted by the 25th of each month to ensure timely processing.
• Processing Week: Invoices are processed from the 25th to the 30th. Payments should be made by the 30th to maximize cash flow and interest earnings.
• Interest Optimization: Ensuring timely payments allows for cash in the bank to earn interest, benefiting the company financially.

• Regular Meetings: Schedule monthly meetings with trades and suppliers to discuss payment cycles and invoice approvals.
• Clear Expectations: Communicate the payment process and deadlines clearly to avoid misunderstandings.

• Daily Reconciliation:

• Ensures all transactions are accurately recorded, reducing errors in financial statements.
• Provides real-time financial data for timely decision-making.
• Identifies and resolves discrepancies promptly, maintaining trust with clients and suppliers.
• Supports accurate work-in-progress reports, essential for tracking project performance.

• Regular Updates: Keep financial projections up-to-date to align with company goals and ensure healthy cash flow.
• Collaboration: Work with the finance team to adjust projections based on current financial data and upcoming obligations.

• Expense Review: Verify and approve expenses to maintain budget control.
• Cash Flow Management: Monitor inflows and outflows to ensure financial stability and support for ongoing projects.
• Thursday Tasks:

• Weekly Invoice Approvals:

• Site Supervisors Confirmation: Ensure that site supervisors confirm invoices related to their jobs every Thursday.
• Verification Process: Check that trades are not claiming payments without completing their stages. This ensures control over financial outflows and maintains accountability.

• Prior experience in a Scheduling or Purchasing Officer role within the construction, real estate, or project management industry.
• Proficiency in Excel, Trello, and project management tools such as Wunderbuild (or similar software).
• Strong understanding of Google Drive and cloud-based file management systems.
• Experience in supplier negotiations, cost management, and purchasing processes.
• Ability to analyze costs and optimize purchasing efficiency.
• Strong organizational skills with keen attention to detail.
• Excellent communication and stakeholder management skills.
• Ability to multitask, prioritize workloads, and work efficiently in a remote environment.

Hunt St