ADMINISTRATIVE OFFICER (INTERN) – Worketech Limited

Key Responsibilities

• Manage day-to-day office administrative operations and ensure smooth running of office systems and routines.
• Maintain an organised filing system, both physical and digital, for all company documents, contracts, correspondence, and records.
• Coordinate office supplies and manage inventory and stock levels for office materials and iRis tracking hardware (SIM cards, GPS trackers, accessories), ensuring adequate stock at all times.
• Log incoming and outgoing stock accurately, perform regular stock counts, and flag discrepancies for review.
• Receive and direct visitors, handle phone calls, and manage general incoming correspondence on behalf of the company.
• Schedule and coordinate meetings, appointments, and internal events as required by management.
• Support onboarding of new staff or contractors by preparing documentation and orientation materials.
• Perform general errands and administrative support tasks as assigned by the Director.
• Record and maintain accurate financial transactions in QuickBooks, including invoices, receipts, payments, and expenses.
• Balance and reconcile accounts on a daily, weekly, and monthly basis to ensure books are up to date and accurate.
• Generate and issue invoices to iRis subscription clients on time and in accordance with billing schedules.
• Monitor accounts receivable and proactively follow up with clients who have outstanding or overdue subscription payments via phone, WhatsApp, or email.
• Maintain a payment tracker and escalate unresolved outstanding balances to management.
• Process payments to suppliers and service providers and obtain proper receipts and documentation for all transactions.
• Assist in the preparation of monthly financial summaries and management reports for review by the Director.
• Support preparation of budgets and expenditure forecasts as directed by management.
• Assist with preparation of documentation required for audits or compliance reviews.
• Maintain an accurate and up-to-date client database for iRis subscribers, including contact details, subscription plans, and payment history.
• Send timely subscription renewal reminders and follow up on lapsed or expiring accounts.
• Coordinate with the technical team to log client issues, installation schedules, and service requests.
• Prepare client onboarding documents, agreements, and subscription confirmation letters.

Requirements

• Strong organisational and time management skills with the ability to handle multiple tasks.
• Good working knowledge of accounting or bookkeeping practices; familiarity with QuickBooks is an added advantage.
• Excellent written and verbal communication skills.
• Confident and professional telephone and client engagement manner.
• Strong attention to detail and accuracy in record keeping.
• Proficiency in computer software, including Microsoft Office or Google Workspace applications.
• Ability to handle sensitive financial and client information with integrity and confidentiality.
• Ability to work independently, take initiative, and work under pressure.
• Diploma or Bachelor’s degree in Business Administration, Accounting, Finance, Office Management, or a related field.
• Experience in office administration, bookkeeping, or customer support is preferred.
• Energetic and proactive individuals who can demonstrate the ability to work under pressure.
• Willing to learn new things and adapt quickly.
• Conversant with computer software relevant to the role.
• Aged between 18 and 30.
• Preferably based in Lilongwe.

How to Apply