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Admin Assistant - BGC

Job Category:

Administration / Corporate Services

Job Level:

Entry Level

Open Date:




Close date:


Client Industry:


Job Description and Qualification:

  • Receipt of Accounting Documents for binding from Finance and other departments, and send acknowledged receiving copies.
  • Prepare outbound gate pass for the documents.
  • Inform the binder to pull-out the documents for binding
  • Monitor unsubmitted Daily Collection Report (DCR) and non-DCR accounting documents
  • Monitor the documents borrowed and returned by the different requesting departments
  • Sort and file according to document type/date.
  • Receive requests from the different departments (and auditors) to borrow/pull-out documents
  • Pull-out the documents requested by the departments
  • Prepare/update control log of documents borrowed/returned 
  • Have the requestor acknowledge receipt of documents
  • Print bar code sticker for DCR's using the list of offices. Seal in an envelope for each office then forward to Mailing office for release 
  • Print the DCR cover using the legal size bond paper or bristol board
  • Properly maintain, label and update the directory, both in BGC and Offsite Depository in Merville
  • Regularly review and monitor the retention period of documents stored onsite and off-site
  • Identify records which have gone beyond retention period, and scheduled for disposal
  • Prepare the list of documents for disposal. Refer to the listing of the accounting documents which were purged the previous year
  • Prepare a memo addressed to Finance Head for approval 
  • Respond to queries/log requests from the different departments to extend retention of documents
  • Initiate proper disposal of documents after the deadline (following disposal procedures set by Financial Controls Office)