Job Responsibilities

Accounting

• Track and issue Monthly invoices to clients by E-mail, printed, and digital and maintain open, professional, and effective communications with various financial departments.

• Monitor spending, record daily transactions, and update the monthly budget/expense sheets and logs.

• Prepare office operations budgets, forecasts, and quarterly reports, and update daily/monthly balance sheets.

• Compute taxes, and coordinate the tax audit and payments with the financial auditor.

• Ensure that financial statements and records comply with taxes regulations.

• Ensure payments and payment records to tax and insurance official departments.

• Maintain strict confidentiality of sensitive financial, client, and employee information/records/contracts.

HR

• Monitor and provide periodic reports about employees’ regularity and review employees' vacation, absence, attendance, and sick leaves.

• Assist with recruitment, communications, onboarding, and employee relations tasks, such as coordinating/facilitating interviews, processing new hire paperwork, maintaining employee records, and orienting new employees to our agency systems.

• Collect employees hiring documents, and facilitate employment contract signature.

• Coordinate the Social Insurance-related tasks and actions to perform new employees’ registration, resigned employees’ cancelations, and monthly payments to the social insurance official department.

• Assist with the planning and execution of company events and team activities.

Office Operation Management

• Manage office supplies inventory and place orders as necessary, oversee and support all operational duties in the office and ensure that the office is operating smoothly.

• Handling office guests, greeting interviewees and clients, and answering and directing phone calls.

• Coordinate with IT support to perform any needed trouble-shoot to ensure smooth operation.

• Ensure that the office facilities are well-maintained.

• Open the office before working hours and make sure it is fully operational.

• Perform purchasing of all office requirements, such as laptops, PC devices, office tools, and supplies.

Requirements

• Minimum 3 years of experience in an administrative role.

• Good English-speaking, professional in technical writing, and skilled in Microsoft Office tools (PowerPoint, Excel, Word), Google search, and AI writing tools.

• High communication, management, organization, and presentation skills.

• Time and detail-oriented, multitasking, and continuously updated with agency operation/digital tools.

• Ability to maintain a high level of confidentiality and professionalism.

If this sounds like you, Send your CV to careers@thescarabstudio.com and write “Admin Assistant” in the email subject.