Admin Assistant

Admin Assistant

Location: Sattahip, Chon Buri The Company: Chronos Consulting is part of the Coberon Chronos Group, an award-winning global leader in permanent and temporary staffing, RPO, and business process automation solutions for global multinationals. The Group owns and operates 52 offices worldwide.

Chronos Consulting’s client: Oil and Gas industry.

Job Overview:

The Admin Assistant serves as the operational and administrative backbone for the Thailand office, driving day-to-day transactional finance processing, core operational logistics, and comprehensive record management. By executing seamless administrative workflows and maintaining high data integrity across key platforms (e.g., Xero), this role reduces administrative load on executive and operations teams while executing critical backlog cleanup initiatives within the initial 90 days.

Key Responsibilities:

• Financial & Accounting Operations Support: Oversee day-to-day accounts payable (AP) and accounts receivable (AR) processes in Xero, including processing supplier invoices, raising POs, drafting client invoices with full supporting documentation, managing routine payment follow-ups, and preparing tax certificates (WHT/PIT).
• Project & Cost Administration: Support the project lifecycle by tracking project numbers and costs, verifying operational job completion, and cross-referencing timesheets with Work Completion Reports (WCR) for manager sign-off.
• Logistics & Operations Coordination: Handle end-to-end travel, transport, accommodation, and equipment bookings for operations, ensuring clear documentation to align with supplier invoicing.
• Personnel & Compliance Recordkeeping: Securely manage sensitive personnel records, payroll files, subcontractor agreements, and the staff matrix (tracking training, medical certifications, and contracts).
• Document Management & Office Administration: Maintain systematic filing of site and service reports (DSR/WCR/CSR), oversee controlled company records and tax documents, and manage basic office administration, including stationery inventory and scheduling support.

Qualifications:

• Nationality & Education: Thai National with a degree or diploma in Business Administration, Accounting, Finance, or a related field.
• Experience: Proven experience in administrative coordination, bookkeeping support, or operational finance.
• Technical Skills: Proficiency with cloud accounting software (Xero strongly preferred) and standard office productivity suites (MS Excel / Google Workspace).
• Languages: Business fluency in Thai with strong written English communication skills for corporate reporting and correspondence.

Key Attributes:

• Exceptional attention to detail and recordkeeping discipline.
• High level of integrity and discretion in handling confidential financial and personal data.
• Strong organizational and multitasking skills in a fast-paced environment.

Reporting Line & Location:

• Primary Reporting Line: Operations & Finance Manager
• Functional / Dotted Line: Operations Coordinator (for operational administration) & Operations Manager (for project coordination and compilation)
• Key Stakeholders & Interfaces:
• Internal: Country Manager, Operations & Finance Manager, Operations Manager, Operations Coordinator.
• External: Suppliers/Vendors, Client Accounts Payable & Procurement departments, External Training Providers, and Visa/Immigration Agents.