Administrative Assistant

About Xignex Digital Solutions Inc.: Xignex Digital Solutions Inc. is a dynamic and innovative company committed to delivering exceptional digital solutions to our clients worldwide. We foster a collaborative and supportive remote work environment, valuing professionalism, efficiency, and dedication. Join our growing team and contribute to our continued success

Job Summary: The Admin Assistant / Office Secretary is responsible for keeping the office organized, efficient, and well-documented. This role handles purchasing, inventory control, accounting data entry, bill processing, records management, and maintenance coordination. It also provides reliable support at the front desk, assisting employees, visitors, and couriers. The position requires strong attention to detail, professionalism, and the ability to handle multiple tasks with accuracy.

1. Requisition, Purchasing & Inventory

• Process supply and asset requests.
• Check existing stock before purchasing.
• Source items, compare prices, and prepare purchase recommendations.
• Place orders, track deliveries, and coordinate with suppliers.
• Maintain up-to-date inventory and asset logs.
• Prepare monthly supplies and consumption reports.

2. Accounting Data Entry & Bills Preparation Daily

• Encode expenses, petty cash, and reimbursements.
• Organize and attach receipts properly.
• Update vendor payment tracker, purchase logs, and delivery records.

Weekly

• Reconcile receipts vs. accounting entries.
• Update unpaid bills list.
• Coordinate with Accountant regarding missing documents or clarifications.

Monthly

• Assist with the preparation of documents for financial statements.
• Prepare and submit complete monthly accounting folders.
• Assist with payroll data (attendance, deductions, leave summaries).

Bills Preparation

• Prepare bills for payment (utilities, internet, telecom, government dues, subscriptions, vendor invoices, etc.)
• Print, organize, and prioritize bills based on due dates.
• Coordinate with messenger for settlement.
• Receive, verify, and file official receipts after payment.

3. Filekeeping & Records Management

• Maintain well-organized digital and physical filing systems for HR, Accounting, Compliance, and Operations.
• Ensure correct file naming, categorization, and monthly archiving.
• Manage receipt filing and document submissions after bill payments.
• Maintain renewal calendars and ensure backup of critical documents.

4. Officekeeping & Maintenance Coordination Daily

• Ensure office cleanliness, order, and readiness.
• Check AC, lights, fixtures, and pantry supplies.

Weekly

• Coordinate with maintenance/janitorial staff.
• Inspect for minor repairs or issues.
• Check meeting rooms and pantry stock.

Monthly

• Coordinate general cleaning schedules.
• Assist in safety inspections (fire extinguishers, first aid kits, emergency equipment).
• Help maintain preventive maintenance calendars.

5. Custodian of Office Supplies & Assets

• Maintain and update the asset masterlist.
• Issue and receive company assets using proper documentation.
• Tag and label new items.
• Log missing/defective assets for replacement or repair.
• Conduct weekly stock counts and maintain reorder levels.

6. Reception & Front Desk Liaison

• Greet visitors, guests, and clients professionally.
• Answer calls and route messages.
• Manage courier pick-ups, deliveries, and messengerial transactions.
• Maintain front desk cleanliness and order.
• Assist employees with basic office concerns.

7. Other Administrative Support Tasks

• Print, scan, bind, and photocopy documents as needed.
• Purchase emergency or replacement items when necessary.
• Prepare documents for signature and assist with routing.
• Assist with company events and logistics preparations.
• Support onboarding of new hires (forms, supplies, desk setup).
• Participate in system improvements (forms, naming conventions, workflows).
• Assist the Admin Manager with special projects.

Qualifications:

• Bachelor's degree in Business Administration, Office Management, or related field (preferred).
• Experience in administrative work, secretarial duties, or office support is an advantage.
• Basic knowledge of accounting or data entry.
• Strong organizational and file management skills.
• Proficient in MS Office (Excel, Word) and Google Workspace.
• Excellent communication and customer service skills.
• Detail-oriented, reliable, and able to manage multiple tasks at once.
• Professional, discreet, and trustworthy.

Why Join Xignex Digital Solutions Inc.?

• Opportunity to work with a forward-thinking and supportive team.
• Competitive compensation package.
• Opportunities for professional growth and development.

To Apply:

Please submit your resume and cover letter to

We are an equal-opportunity employer and value diversity at our company. We do not discriminate based on race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.

Job Types: Full-time, Permanent

Benefits:

• Company events
• Health insurance
• On-site parking
• Opportunities for promotion
• Paid training
• Promotion to permanent employee

Work Location: In person