Finance and Administration Assistant

**DUTIES AND RESPONSIBILITIES**

**Finance, Marketing & General Management**

**Finance Management.**
- Analyzing targets.
- Meeting with department heads.
- Managing and coordinating monthly reporting, budgeting and reforecast processes.
- Providing back office services such as accounts payable, collection and payroll.
- Monitoring cash flow.
- Liaising with accountant teams.
- Providing insights on the financial health of the organization.
- Ensuring the business meets all its statutory and compliance obligations, including statutory accounting and tax issues.
- Keeping track of market trends.
- Looking for cost-reduction opportunities.
- Developing relationships with external contacts such as banks, finance consultants, online transaction facilities etc.
- Supervising staff.

**Office Administration.**
- Daily reporting.
- Greet visitors and direct them to the appropriate offices or to person.
- Coordinate project deliverables.
- Perform accounting tasks, including invoicing and budget tracking.
- Schedule meetings and travel arrangements for senior members of the company.
- Provide administrative support for operations team.
- Monitor the production staff
- Recommend office procedures and assist in training staff on office processes and equipment. Interact with staff to resolve procedural issues.
- Ensure that office equipment (i.e. copiers, internet, computers, electricity and telephones) is operational and serviced per schedule. Arrange for service/repair as needed.
- Coordinate the usage of office space and assist with preparations for meetings and special events. Act as liaison with building management/staff for special set-ups.
- Welcome visitors and provide hospitality.
- Answer incoming calls and route callers to the appropriate party.
- Maintain general office supplies and coordinate special orders on a periodic basis.
- Respond to facility maintenance and repair requests, routing inquiries to building management and/or external vendors. Coordinate maintenance visits for carpet cleaning, Electricity, AC, and other facility-related issues.
- Maintain supply of office and cubicle keys; order new keys and building access cards as needed.
- Assist with coordinating trainings, interviews, and other meetings as needed.
- Assist with on-boarding new staff including office/desk set-up, ordering keys, and coordinating other logistics.
- Assist HR/Office Manager with special projects.
- Perform other duties as assigned.

**Marketing Management**
- Providing marketing leadership - Oversee, develop and manage Marketing department
- Oversee all aspects of proposal, presentation, awards submittals and business development support functions
- Manage internal strategic planning
- Building consensus among Management, Staff, and Clients, setting the direction and tone for future marketing efforts
- Track and research project opportunities and conduct client research/analysis as needed.
- Oversee promoting and positioning the firm through written, verbal and graphic material
- Support Principals in maximizing firm exposure (local design and civic community events)
- Be a Marketing Team member and performing other duties as required
- Manage social media, digital marketing and digital media.

**Human resource Management**
- Develop and implement HR strategies and initiatives aligned with the overall business strategy
- Bridge management and employee relations by addressing demands, grievances or other issues
- Manage the recruitment and selection process
- Support current and future business needs through the development, engagement, motivation and preservation of human capital
- Develop and monitor overall HR strategies, systems, tactics and procedures across the organization
- Nurture a positive working environment
- Oversee and manage a performance appraisal system that drives high performance
- Maintain pay plan and benefits program
- Report to management and provide decision support through HR metrics
- Ensure legal compliance throughout human resource management

**Sales Management**
- Build and maintaining client relations
- Work with internal departments such as the Marketing or Product teams to engage audiences and clients more deeply
- Meet and exceed KPIs and sales targets
- Possess deep knowledge of business product offering and value proposition
- Follow organizational policies and regulations that affect the Sales department
- Proactively pursue new business and sales opportunities
- Solve problems for clients and customers by developing innovative and tailored sales solutions
- Be a brand ambassador and reflect company values at all times

**Operations Management**
- Provide inspired leadership for the organization.
- Make important policy, planning, and strategy decisions.
- Develop, implement, and review operational policies and procedures.
- Assist HR with recruiting when necessary.
- Help promote a company culture that encourages top performance and high morale.
- Oversee budgeting, reporting, pl