Administrative Assistant – Accounting and Finance Team

Accounts Administrative Assistant

Job Description:
 Full training to be provided
 Responsible for the preparation and processing of monthly payroll for Contractors and Employees working around the world; review and ensure accuracy of approved timesheets; track and deduct all social security,
tax and other special payroll deductions, as per instructions and training for each region
 Responsible for the coordination efforts between payroll, legal, budget and other departments to ensure proper flow and maintenance of contractor data (including preparation/distribution of detailed reports, e.g.
labour "home" work, overtime, leave balances, head count, social security and pension contribution reports)
 Handle the administration of the electronic timekeeping system, including creation and checking of monthly payslips. Setup each contractor, valid programs for each employee's charges, and adherence to systems;
monitor submissions of approved timesheets, ensure valid data transfers to/from payroll service
 Responsible for verifying timesheet approvals
 Responsible for timely invoicing
 Responsible for expenses reporting
 Responsible for the uploading of timesheets and payslips onto the Accutor client portal
 Responsible for the establishment /maintenance of contractor records; ensuring that employee changes are entered correctly and made on a timely basis; review changes for proper authorization and adherence to
company policy including compliance with federal/state/local regulations
 Responsible for reporting activities
 Involvement and active participation in internal meetings and training/ workshops
 Translation support to Legal, Work Permit, Accounts + Sales & Marketing Teams
 Consular Support; participation in supporting Work Permit & Business Visa Applications
 Entity Support; tax & social security registrations in various countries
 Support the Head of Finance for special tasks, projects, etc.
 Book and reconcile all sub-ledgers (account payables and receivables, fixed assets, banks, credit cards)
 Perform reconciliations with our suppliers in case of discrepancies
 Calculate and book period-end accruals, provisions, and recurring journals
 Complete month-end closing activities in accordance with Group closing calendars
 Reviewing margins of sales transactions and together with sales team sorting out transactions that don't meet our margin expectations
 Support in budgeting and forecasting
 Manage the dunning process
 Full time job

 A confident and professional manner
 Experience in the finance sector
 Excellent skills using MS Word, Excel, Access, and Internet Explorer
 Strong skills using and understanding the flow of transactions in Excel and a keen interest to learn an integrated and automated payroll accounting system
 Having achieved an Upper Second Class in an Associate Degree (specifically; either Business Administration/Accounting & Finance) OR Experience in Accounting & Finance is an advantage, but not
essential
 The successful candidate can be a qualified accountant (ACCA / CIMA or equivalent), but not essential
 Ability to maintain confidentiality and exercise extreme discretion
 Excellent problem solving/judgement skills, and high level of attention to detail and accuracy
 Strong organisational skills, and the ability to work under pressure
 Ability to handle and prioritise multiple tasks and meet all deadlines
 Language Skills – in addition to a high level of proficiency in spoken and written English, the successful Candidate will be comfortable in speaking a European Language.

Department: Accounts
Office Location: Malta
Employment: Full Time
Competitive Salary
Start Date: As soon as possible