Administrative Assistant

We are looking for a highly organized, detail-oriented, and dependable Administrative Assistant – Finance & Compliance to support our Office Administrator – Finance & Compliance.

The successful candidate will provide day-to-day administrative support, assist with finance-related documentation and records, maintain compliance files, monitor deadlines, and coordinate with internal departments and external parties as needed.

This role is ideal for someone who is organized, accurate, comfortable working with documents and spreadsheets, and interested in developing their experience in administration, finance, and compliance.

Key Responsibilities

Administrative Support

• Provide administrative and clerical support to the Office Administrator – Finance & Compliance.
• Prepare, organize, scan, encode, and file documents.
• Maintain accurate physical and electronic filing systems.
• Assist with scheduling, correspondence, reports, and other administrative requirements.
• Maintain administrative trackers, logs, and records.
• Coordinate and follow up on pending documents and requests.

Finance Support

• Assist with the preparation and organization of invoices, receipts, payment requests, reimbursements, and other finance-related documents.
• Check supporting documents for completeness and accuracy before submission.
• Encode financial information and maintain basic spreadsheets and records.
• Assist in monitoring outstanding documents and finance-related requirements.
• Coordinate with relevant departments regarding missing or incomplete documents.
• Prepare basic summaries and reports as requested.

Compliance Support

• Assist in maintaining permits, licenses, certificates, contracts, and other compliance-related documents.
• Maintain trackers for document expiration dates, renewals, and regulatory requirements.
• Assist in preparing documents for audits, inspections, registrations, and renewals.
• Ensure compliance documents are properly organized and readily accessible.
• Escalate missing documents, discrepancies, and potential compliance concerns to the Office Administrator.

Coordination & Follow-Up

• Coordinate with employees, departments, suppliers, and other relevant parties regarding administrative, finance, and compliance requirements.
• Monitor deadlines and provide timely follow-ups.
• Maintain confidentiality of company, financial, contractual, and other sensitive information.
• Perform other administrative duties related to the position as assigned.