Department Secretary cum Billing Support

Position Summary

The Department Secretary & Billing Coordinator is responsible for providing administrative, secretarial, and billing support to the department. The role ensures smooth daily operations, supports department leadership, coordinates internal and external activities, and performs billing and reporting activities accurately and on time.

Key Responsibilities

1. Department Administration & Secretary Support (40%)

• Welcome guests and support invitation letters, accommodation, visa, travel arrangements, and gifts.
• Prepare onboarding arrangements for new associates and exit procedures for resigned associates.
• Manage department employee lists, organizational charts, distribution lists, and access permissions.
• Support associates with travel arrangements, expense claims, courier services, and daily administrative requests.
• Coordinate interviews and recruitment-related activities.
• Manage department assets, office supplies, purchasing requests, and budget tracking.
• Prepare periodic reports, newsletters, and department communications.

2. Assistant to Department Head (30%)

• Manage Department Head's calendar and meeting schedules.
• Organize internal and external meetings and send meeting invitations.
• Arrange business trips, including visa, transportation, accommodation, insurance, and expense settlement.
• Support Department Head in handling administrative and operational topics.
• Follow up on action items and ensure timely completion of assigned tasks.

3. Billing Administration (30%)

• Support monthly billing and invoicing activities.
• Verify timesheets, billing utilization, effort allocation, and project cost information.
• Prepare billing reports and invoice-related documentation.
• Coordinate with PMO, project teams, finance teams, and customers to resolve billing-related issues.
• Track budget versus actual utilization and provide regular status reports.
• Maintain billing records, supporting documents, and compliance with company procedures.
• Support business reporting, resource utilization tracking, and project administration activities.
• Perform other operational and reporting tasks assigned by the supervisor.

Qualification Requirements

• Bachelor's degree in Business Administration, Accounting, Finance, Secretary Studies, Economics, Linguistics, or related disciplines.
• Minimum 2-4 years of experience in administration, secretary, project coordination, billing, PMO, or related functions.
• Good English communication skills, both written and spoken.
• Strong Excel and Microsoft Office skills.
• Excellent organizational and coordination abilities.
• Detail-oriented with strong analytical and reporting skills.
• Ability to manage multiple tasks and work effectively with different stakeholders.
• Experience in billing, invoicing, project administration, or PMO support is an advantage.

Preferred Competencies

• Proficiency in Excel (Pivot Table, Lookup Functions, Data Analysis), PowerBI
• Experience working with multinational teams.
• Knowledge of project financial tracking, customer billing, and reporting processes.
• Strong customer-oriented mindset and communication skills.