Job Specifications
Company Description
X-INFRA LTD specializes in comprehensive infrastructure solutions, offering logistics, project management, 24/7 network operations, and installation optimization services. With expertise in fiber optics, data centers, and wireless technologies, X-INFRA provides global support with a focus on quality and efficiency.
Job Title: Back Office Administrator
Department: Operations/Administration
Reports To: Office Manager/Finance Manager
Location: Remote
Employment Type: Full-Time/Part-Time
Job Purpose
The Back Office Administrator will provide essential administrative support to ensure the smooth operation of back-office functions. The role focuses on accurately calculating timesheets and expenses, requesting purchase orders, and assisting with day-to-day administrative tasks to support the organization’s operational and financial processes.
Key Responsibilities
Timesheet and Expense Management:
Accurately process and verify employee timesheets, ensuring compliance with company policies and labor regulations.
Calculate hours worked, overtime, and applicable allowances.
Review, validate, and process employee expense claims, ensuring adherence to expense policies.
Maintain accurate records of timesheets and expenses for audit and reporting purposes.
Purchase Order Processing:
Prepare and issue purchase order requests in accordance with company procurement procedures.
Liaise with suppliers and internal departments to ensure timely delivery of goods and services.
Track and reconcile purchase orders against invoices and delivery receipts.
Day-to-Day Back Office Support:
Assist with data entry, filing, and document management to maintain organized and up-to-date records.
Respond to internal and external inquiries related to timesheets, expenses, and purchase orders.
Support the preparation of reports, spreadsheets, and other administrative documentation.
Coordinate with HR, finance, and other departments to streamline back-office processes.
Compliance and Accuracy:
Ensure all tasks are performed in line with company policies, procedures, and regulatory requirements.
Identify and report discrepancies in timesheets, expenses, or purchase orders to the relevant manager.
Maintain confidentiality of sensitive financial and employee information.
Ad Hoc Duties:
Provide support for additional administrative tasks as required, such as scheduling, meeting coordination, or inventory management.
Assist with process improvements to enhance back-office efficiency.
Skills and Qualifications
Essential:
• 1-2 years of experience in an administrative or back-office role, preferably handling timesheets, expenses, or purchase orders.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and experience with accounting or ERP software (e.g., QuickBooks, SAP, or similar).
• Strong numerical and analytical skills with a keen eye for detail.
• Excellent organizational and time-management skills to handle multiple tasks and meet deadlines.
• Effective communication skills, both written and verbal, for interacting with colleagues, suppliers, and stakeholders.
• Ability to maintain confidentiality and handle sensitive information with discretion.
Desirable:
• Knowledge of payroll processes or procurement procedures.
• Familiarity with expense management tools (e.g., Concur, Expensify).
• Experience working in a fast-paced office environment.
Personal Attributes
• Proactive and self-motivated with a problem-solving mindset.
• Team player with the ability to work independently when required.
• Adaptable to changing priorities and able to thrive in a dynamic environment.
• High level of integrity and professionalism.
Working Conditions
• Standard office hours 9:00 AM - 5:00 PM, with occasional flexibility to meet deadlines.
• Primarily office-based, with the possibility of hybrid or remote work (depending on company policy).
• May require occasional interaction with external vendors or suppliers.
Application Process
To apply, please submit your CV and a cover letter outlining your suitability for the role to application email jobs@x-infra.com. Only shortlisted candidates will be contacted.
About the Company
X-INFRA specialises in comprehensive infrastructure solutions, offering a wide range of services including logistics, project management, 24/7 network operations, and installation optimisation. With expertise in fibre optics, data centres, and wireless technologies, we provide complete global support.
Our portfolio includes detailed design, smooth network installation, and diligent operations and maintenance. We excel in cutting-edge data centre designs, flawless installations, and efficient power and data cable containment...
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