Administrative Assistant (Logistics and Bookkeeping) – PolySoft

The primary responsibility of the Administrative Assistant is to support the operational functions of the business including sales, after sales support, customer service, project execution support and general administrative duties that support the sales and executive team.

The Administrative Assistant will assist the project team in the day-to-day logistics of construction / installation / infrastructure projects. The role will support an existing project team and the company’s executive team.

The main focuses of the role include Accounting / Bookkeeping and Logistics support. 

Key Responsibilities include

• Supporting the back-end of business operations, including logistics and procurement 
• Coordinate timely and accurate shipments
• Ensure accuracy of orders and shipping documents
• Identify and fix shipping errors 
• Prepare bills and invoices
• Oversee project delivery timelines
• Support team to ensure project requirements are met
• Ensure correct materials are delivered to sites in a timely manner
• Manage inventory database –  receive orders and add to inventory
• Coordinating with clients and suppliers to ensure smooth operations
• Assisting with invoicing, accounts receivable, and accounts payable.
• Prepare bank reconciliations and other bookkeeping duties
• Liaising with external accountants and internal finance team
• Maintaining a well-organized office environment.
• Performing general office duties as required

Job Details

Preferred Candidate