Job Description
Hours: 10.30 Am-9.30 PM PK – Time
Key Responsibilities:
1. Administrative Tasks
Handle day-to-day admin duties including filing, scanning, and data entry.
Maintain up-to-date records of operatives, timesheets, and client documentation.
2. Excel & Word Proficiency
Prepare and manage weekly pay sheets using Excel.
Create client-facing documents (e.g., timesheet summaries, discrepancy reports) using Microsoft Word.
Perform basic Excel functions such as VLOOKUP, filters, formulas, and formatting.
3. Client Liaison
Act as the main point of contact for client queries related to timesheets and staffing.
Promptly respond to client emails or messages with clear and professional communication.
Send weekly timesheets to clients for approval and follow up where required.
4. Timesheet Management & Hour Verification
Collect timesheets from operatives and cross-check hours worked against shift records.
Verify all submitted hours before preparing pay sheets.
Follow up with operatives or supervisors if timesheets are missing or incomplete.
5. Discrepancy Handling
Identify and resolve any salary or hour discrepancies.
Communicate with both operatives and clients to investigate and correct errors.
Keep a log of resolved issues for future reference.
6. Payroll Coordination
Liaise with payroll to ensure all approved hours are processed on time.
Provide clear summaries for payroll submissions.
Assist with handling payroll-related queries from staff.
7. Communication & Follow-ups
Ensure clear and consistent communication between clients, operatives, and internal teams.
Send reminders to operatives for timesheet submissions.
Follow up with clients on timesheet approvals and outstanding information.
8. Responsiveness & Reliability
Be available during business hours to handle urgent client or staff queries.
Demonstrate strong problem-solving skills and take initiative when needed.
Requirements & Skills
Microsoft Excel: must know VLOOKUP, filters, formulas, conditional formatting, data cleaning, and creating pay sheets.
Microsoft Word: drafting, formatting reports, and professional correspondence.
Email & Communication tools: Outlook, Gmail, WhatsApp Business, etc.
Basic data management: handling spreadsheets, record updates, and maintaining logs.
Knowledge of Google Sheets / Docs or CRM tools (e.g., HubSpot, Zoho, Monday.com) would be a plus.
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