Bookkeeper & Admin Assistant

Position Summary

The Bookkeeper and Admin Assistant p is responsible for managing the school’s day-to-day financial activities and supporting general office operations. This role performs key accounting functions—including monthly financial reporting, maintaining general ledgers, and processing payments—while ensuring accurate, timely, and organized financial records. The position also provides administrative support to maintain efficient office workflows and assist with HR-related tasks.

Key Responsibilities

Financial Responsibilities

• Perform the full accounting cycle, including bank reconciliations, accounts payable, accounts receivable, cheque and wire processing, invoicing, purchase orders, cheque requisitions, and journal entries.
• Process daily A/P and A/R transactions accurately and promptly.
• Review, verify, and enter billing data into the appropriate QuickBooks database.
• Prepare and submit monthly billing reports while ensuring timely completion of all billing-related tasks.
• Provide necessary supporting documents, clarifications, and responses to inquiries from internal and external stakeholders.
• Prepare financial documents and schedules required for the year-end audit.
• Prepare weekly or monthly cash analysis and other financial reports as needed.
• Perform clerical duties related to finance, including document preparation, filing, scanning, photocopying, and maintaining organized financial records.

Admin Responsibilities

• Support daily office operations by managing office supplies, ensuring the proper functioning of office equipment, and coordinating maintenance or repairs when necessary.
• Perform general administrative tasks such as filing, maintaining HR and administrative records, updating electronic files, and organizing documentation.
• Assist with HR functions, including coordinating recruitment activities, supporting onboarding processes, and conducting new hire orientations.
• Update, maintain, and securely store employee records and related databases or information systems.
• Troubleshoot and/or escalate office administration issues to ensure smooth daily operations.
• Provide additional administrative support and complete other duties as assigned by management

Position Requirements

• Proficiency in QuickBooks and Microsoft Office Suite (Word, Excel, Outlook).
• Strong attention to detail with excellent organizational skills.
• Ability to manage general office administrative tasks and provide cross-functional support.
• Solid understanding of accounting principles and financial management processes.
• Strong communication skills in English and Mandarin.
• Ability to handle confidential information with professionalism and discretion.