Executive Administration Officer Job Hiring in Fiji for Tera Capital Pte Ltd

Job Opportunity in Fiji!

Job Vacancy: Executive Administration Officer
Employer / Company: Tera Capital Pte Ltd
Job Location: Fiji

Executive Administration Officer

Qualifications:

• Diploma or bachelor’s degree in business administration, Management, Accounting, Finance, or a related discipline.
• At least 5 years of relevant experience in executive assistance, office administration, corporate administration, or a similar role is preferred.
• Experience supporting senior management or executives is highly desirable.
• Basic knowledge of accounting administration, invoice processing, and financial documentation is an advantage.
• Proficiency in Microsoft Office, particularly Excel, Word, and Outlook, and/or Google Workspace.
• Experience using Zoho, Xero, QuickBooks, Notion, or similar systems is an advantage.
• Strong written and verbal English communication skills.
• Valid driver’s licence is an advantage for local administrative duties.

Responsibilities:

Executive Office Support

•  Provide day-to-day executive and administrative assistance to the Managing Director and other authorised executives.
• Manage calendars, appointments, meetings, and scheduling requirements.
• Coordinate meeting arrangements, prepare agendas, and maintain meeting notes and action items.
• Draft and prepare professional correspondence, reports, presentations, and other business ocuments.
• Monitor and follow up on executive action items, outstanding matters, and deadlines.
• Assist with business travel arrangements, accommodation, transportation, and itineraries.
• Handle confidential executive information with discretion and professionalism.

Office Administration & Coordination

• Support the smooth operation of the Tera Capital office in Fiji.
• Coordinate general office requirements, supplies, equipment, and service providers.
• Maintain organised physical and electronic filing systems.
• Assist with company correspondence, document preparation, recordkeeping, and general administration.
• Coordinate with vendors, telecommunications providers, banks, and other external stakeholders.
•  Maintain administrative trackers, schedules, contract records, and renewal reminders.
•  Assist with local business errands, document collection, deliveries, and government agency visits where required.
• Identify administrative inefficiencies and recommend improvements.

Accounts & Finance Administration Support

• Provide routine administrative support to the Finance & Accounts team under the direction of the relevant finance personnel.
• Receive, organise, and file supplier invoices, receipts, payment requests, and supporting documentation.
• Assist with maintaining accurate financial records, spreadsheets, and supporting schedules.
• Follow up on missing invoices, receipts, approvals, and other financial documentation.
• Assist with basic data entry and document processing using approved accounting systems.
• Support the preparation of payment documentation for review and approval by Finance.
• Assist with petty cash documentation and basic expense tracking where authorised.
• Support the collection and organisation of records for audits, reporting, and month-end requirements.
•  Escalate financial discrepancies or approval-related matters to the Finance & Accounts team.

Executive and Cross-Departmental Coordination

• Act as a local administrative contact for executive management and relevant business units.
• Coordinate meetings, communications, and administrative follow-ups involving Fiji-based and international teams.
• Assist the Operations Executive in tracking management requests, assigned tasks, and deadlines.
• Coordinate with People & Culture, Finance, Operations, and other departments on assigned administrative matters.
• Support communication and document sharing between Tera Capital and its associated entities.
• Ensure relevant updates are communicated promptly to the appropriate manager.

Corporate Administration & Compliance Support

•  Maintain corporate and administrative records, including contracts, licences, registrations, and renewal schedules.
• Assist with preparing and submitting documents to banks, government agencies, and external service providers as directed.
• Support the collection of documents required for corporate compliance, insurance, and other administrative processes.
•  Monitor important administrative deadlines and follow up with responsible departments.
• Ensure confidential documents are handled and stored in accordance with company procedures.

Systems, Documentation & Process Improvement

• Use Google Workspace, Microsoft Office, and other approved business systems to support daily administration.
• Maintain accurate and up-to-date electronic files in designated company Shared Drives.
• Assist with administrative trackers and workflows using Notion, Zoho, and other approved platforms.
• Support the implementation of administrative procedures, checklists, and standard operating procedures.
• Assist with basic system coordination and user-related administrative requests, referring technical issues to the appropriate personnel.

Requirements:

• Must have a valid passport for more than 3 years
• Employment certificates
• NBI clearance valid for at least 1 year with “no derogatory / no record on file” remarks
• PEOS certificate

REMINDER: WE WILL ONLY RESPOND TO YOU IF YOUR CURRENT EXPERIENCE, INDUSTRY AND QUALIFICATIONS MATCH THE REQUIREMENTS OF OUR PRINCIPALS/EMPLOYERS

Please report to our office for preliminary interview.
Walk in at the IPAMS office every Tuesday and Wednesday, from 8:30 am to 2:30 pm to submit your application.

Please bring 2 copies of your CV/ Resumes and supporting documents (COE, trainings, seminars), bring original for verification.

Industrial Personnel and Management Services, Inc. (IPAMS)
Address:📍IPAMS Bldg. 723 Aurora Blvd. Barangay Mariana, New Manila, Quezon City

Directions:

• Between Balete Drive and Hemady Avenue
• Right in front of Robinsons Magnolia Mall
• Between United Coconut Planters Bank (UCPB) and Bank of the Philippine Islands (BPI)
• A block away from St. Paul’s University Quezon City
• Between Gilmore and Betty Go-Belmonte LRT-2 Stations

⚠️ Important Reminders:
❌ We DO NOT operate via WhatsApp, Viber, Telegram, or personal Facebook accounts
🚫 No fees collected — no placement, no deductions, no scams
🔒 IPAMS is a DMW-licensed agency. Always apply through legal, verified channels.

IPAMS CHARGES ABSOLUTELY ZERO FEES FROM ALL FILIPINOS. This means NO Placement Fees, NO Processing Fees, NO Salary Deductions. NO Exceptions.

For manpower pooling. Beware of illegal recruiters, scammers, and human traffickers.