Administrative Assistant

Job Description

Summary

We are seeking a detail-oriented Administrative Assistant – Timesheet Administrator to manage and monitor employee time tracking, assist with billing coordination, and support operational workflows. The ideal candidate will ensure accurate, timely, and consistent entry of timesheets while also handling basic administrative responsibilities across the firm.

Responsibilities

• Monitor and track daily / weekly employee timesheet submissions across departments.
• Follow up with employees for timely and accurate entry of hours.
• Verify and validate time entries as per project / client codes and internal guidelines.
• Assist in the preparation of time reports for payroll, invoicing, and client reporting.
• Coordinate with the accounts and billing teams to ensure consistency of billable hours.
• Flag discrepancies or missing data in timesheets and assist with corrections.
• Maintain structured digital records of timesheets, client codes, and billing data.
• Assist managers in scheduling meetings and maintaining calendars.
• Support onboarding of new employees, especially regarding time tracking tools and policies.
• Prepare basic reports, documentation, and internal communications.
• Perform other admin tasks like filing, document formatting, and coordination as needed.

Requirements

Skills & Experience

Person specification

Behaviour

Benefits

Requirements

Skills & Experience Bachelor’s degree in Business Administration, Commerce, or related field. 1–2 years of experience in an admin, operations, or accounts support role is preferred. Strong Excel skills – VLOOKUP, Pivot Tables, and basic formulas. Attention to detail and ability to spot discrepancies in data. Excellent communication and coordination skills (especially follow-ups). Familiarity with timesheet or time-tracking systems is a strong plus (e.g. TSheets, Zoho, Harvest, Xero Practice Manager). Ability to maintain confidentiality and handle sensitive information. Person specification Highly organised, reliable, and proactive. Able to manage multiple tasks and meet deadlines. Maintains confidentiality and handles sensitive information appropriately. Willingness to learn and adapt to new tools or systems. Strong sense of accountability and teamwork. Behaviour Good communication skills. Proactive and enthusiastic learner. Team player with a positive attitude. Reliable and responsible.