Administrative Assistant

Responsibilities

Job Description

• Prepares application documents for execution/submission.
• Checks to ensure that supporting documents for applications are in order and advises relevant party or parties if they are not in order.
• Prepares relevant vouchers and billing instructions for payment of government fees.
• Prepares internal memos for collection and/ or return of documents/passports.
• Ensure all PINs for disbursements are accurately captured.
• Working with Finance to review caseworker reports to ensure that cases that are ready to be billed are timely actioned.
• Ensure all government receipts that need to be provided to the client as part of the invoice are uploaded in Fragomen Connect.
• Managing petty cash reports.
• In charge of the Liaison Officer’s reimbursement regarding case payment (government receipt)
• Training/coaching new staff members on case admin-related tasks
• Identifying any process improvement related to admin processes and suggesting to the Management team
• Other ad hoc administrative duties as they arise.

Qualifications & Experience

• Diploma in any discipline, with at least 4-5 years’ relevant working experience
• Excellent Microsoft Word and IT skills, including knowledge of a range of software packages.
• Reliable and conscientious with a good eye for detail.
• Ability to work with multiple team members simultaneously at any given time
• Good communication skills, organization skills & time management skills.
• Ability to work under pressure.
• Demonstrates the ability and flexibility to prioritize and balance competing demands and meet deadlines in a high-volume professional services environment.
• Strong client service mentality.
• Proactively takes responsibility for all delegated work and projects and follows through to completion
• Demonstrates ability to act under action with limited supervision, and as a team player.
• Demonstrates commitment to excellence in the workplace.
• Ability to contribute to positive work environment

All offers and/or employment contracts are contingent upon the successful completion of the Firm's pre-employment screening process. This includes verifying the candidate's identity, confirming legal authorization to work in the location for the offered position, and conducting a comprehensive background check incompliance with local regulations.