Admin Assistant

Job description / Role

Job purpose

Managing administration involves overseeing and coordinating the essential functions that support the smooth operation of an organization. This role encompasses a range of responsibilities, including managing office operations, maintaining records, and ensuring compliance with policies and regulations. Key duties include handling correspondence, organizing meetings, and managing office supplies and equipment. Additionally, it involves supervising administrative staff, coordinating with other departments, and addressing any operational issues that arise. The goal is to ensure efficient administrative processes, support organizational objectives, and maintain a productive and orderly work environment.

Description

1. Oversee and manage daily office operations to ensure efficiency and productivity.
2. Coordinate office activities, including scheduling meetings, handling correspondence, and managing office supplies.
3. Manage meeting room booking through employee requests and meeting room reservation policy, arrange availability based on priority.
4. Supervise administrative staff, including office boys, drivers, and other support personnel.
5. Provide guidance, training, and performance feedback to ensure high-quality work and professional development.
6. Handle administrative tasks such as document management and office organization.
7. Ensure that office procedures and policies are followed and updated as needed.
8. Facilitate effective communication within the office and support interdepartmental collaboration.
9. Manage office supplies and equipment, including ordering and inventory control.
10. Greet and assist visitors, clients, and job candidates, coordinating with HR to distribute and collect job application forms.
11. Manage flight and hotel reservations for employees traveling on business trips, ensuring cost-effective and timely arrangements.
12. Plan and organize company events, conferences, and meetings, coordinating logistics, venues, and vendors.
13. Receive, sort, and distribute office shipments, courier packages, and mail (e.g., DHL, FedEx) to the relevant departments.
14. Maintain records of travel bookings, shipments, and office-related documentation for tracking and reporting purposes.
15. Monitor and control the office budget, ensuring cost-effective practices and adherence to financial guidelines.
16. Address and resolve any operational issues or conflicts that arise within the office environment.
17. Implement solutions to improve office processes and address any staff or administrative concerns.
18. Ensure compliance with health and safety regulations within the office environment.
19. Oversee maintenance and cleanliness of the office space to create a safe and pleasant work environment.
20. Prepare and maintain reports on office activities, performance metrics, and any issues or improvements needed.
21. Ensure accurate record-keeping and documentation for administrative processes.

Requirements

Qualifications:

• A bachelor’s degree in Business Administration, Management, or a related field is preferred.
• Previous experience in office management or a related administrative role is required.
• Proven experience as an office manager or in a similar administrative role.
• Strong organizational and multitasking skills.
• Excellent communication and interpersonal abilities.
• Proficiency in office software (e.g., Microsoft Office) and office equipment.
• Ability to manage budgets and handle financial tasks.
• Knowledge of office procedures, health and safety regulations, and administrative best practices.