Administrative Assistant

Responsibilities

• Provide general administrative support: scheduling, calendar management, travel arrangements, reception, correspondence, filing and document management.
• Handle accounts-related tasks: prepare and process supplier/vendor invoices, verify invoices against purchase orders, code expenses, and route for approvals.
• Assist with accounts payable and receivable tasks: data entry, payment follow-ups, issuing receipts, and reconciling small ledgers.
• Manage expense claims: collect, verify and process employee expense submissions; ensure policy compliance.
• Maintain purchase order and vendor records; coordinate with procurement and vendors for documentation and query resolution.
• Support month‑end activities: help compile supporting documents for payments, assist in simple reconciliations and prepare basic finance reports as required.
• Maintain office supplies, vendor contacts and admin budgets; support petty cash handling and reconciliation.
• Liaise with internal stakeholders (finance, HR, operations) and external vendors/clients professionally.
• Ensure confidentiality of financial and HR information and follow compliance procedures.
• Undertake ad-hoc projects and administrative tasks as assigned.
• Required Qualifications & Experience
• 3-10 years of relevant experience in administrative roles with hands-on exposure to accounts/finance functions (AP/AR, expense management, bookkeeping).
• Diploma or degree in Commerce, Finance, Business Administration or equivalent. Certifications (e.g., Tally, QuickBooks) a plus.
• Proficient in MS Office (especially Excel) and comfortable with accounting software / ERPs (e.g., Tally, QuickBooks, SAP, Oracle) or ability to quickly learn client systems.
• Strong numerical accuracy, attention to detail and organizational skills.
• Good verbal and written communication skills; professional phone etiquette.
• Ability to manage multiple tasks, meet deadlines and work independently with minimal supervision.
• Preferred Skills
• Prior experience supporting finance teams in a corporate or EAM (Enterprise Asset Management) environment.
• Basic knowledge of GST/invoice compliance and statutory document handling.
• Experience with vendor management and PO/invoice matching workflows.
• Familiarity with digital expense management tools and scanning/OCR tools.
• Behavioral Competencies
• Reliable, trustworthy and discreet with confidential information.
• Proactive problem-solver and team player.
• Customer-service oriented with strong stakeholder management skills.
• When you apply, you voluntarily consent to the disclosure,collection and use of your personal data for employment/recruitment and related purposes in accordance with the Tech Aalto Privacy Policy, a copy of which is published at Tech Aalto's website (https://www.techaalto.com/privacy/)
• Confidentiality is assured, and only shortlisted candidates will be notified for interviews.
• Tech Aalto Pte Ltd | 24S2130 EA | Pushpanjli Kir | R1657306.

Additional Information

Job Title: Admin Assistant (Accounts/Finance Background) Company: Tech Aalto (for EAM client) Experience: 3-10 years About the Role We are seeking a reliable Admin Assistant with a basic-to-intermediate accounts/finance background to support administrative, clerical and finance-related tasks for our EAM client. The ideal candidate is organized, detail-oriented, and comfortable working with invoicing, expense tracking and basic bookkeeping while managing office/admin operations.

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