Job Summary
The Administrative Executive is a vital member of the organization, providing crucial support to ensure smooth functioning of administrative operations. This role primarily involves assisting the Deputy General Manager and collaborating closely with other team members to manage various administrative tasks. The Administrative Executive plays a pivotal role in maintaining a well-organized work environment and facilitating seamless business processes.
Essential Duties and Responsibilities
Administrative Support:
· Assist the management team and other team members with day-to-day administrative tasks such as scheduling appointments, managing calendars, and coordinating meetings.
· Prepare agendas and take minutes for meetings, ensuring all relevant materials are distributed to attendees in advance.
· Maintain accurate records, files and databases, including organizing and archiving documents, reports, and files for easy retrieval.
· Handle incoming and outgoing communications and correspondence, including drafting emails, letters, memos and phone calls.
· Managing data entry, record-keeping, and database maintenance tasks.
· Coordinate the renewal of contracts.
Office Management:
· Ensure the office space is organized, supplies are stocked, and facilities are maintained.
· Oversee office supplies, equipment, and facilities, coordinating maintenance and repairs as needed.
· Support colleagues & various departments as needed to ensure smooth operations.
Financial Administration:
· Assisting with basic financial tasks such as invoicing, expense tracking, and budget monitoring.
· Assisting in budget preparation, tracking expenses, and processing sales invoices.
Sales Support:
· Provide support to customers by addressing inquiries, providing product information, resolving issues, & maintaining positive relationships.
· Respond promptly and professionally to customer inquiries & concerns, directing them to appropriate team members when necessary. Additionally, gather and meticulously document customer feedback to uphold a high level of satisfaction.
· Provide administrative support to business units in day-to-day duties such as preparing and processing quotations, tenders, contracts and ITQ.
· Collaborate with sales representatives to streamline and facilitate order processing and address customer requests, while maintaining accurate records of sales activities, leads, contacts, and interactions are maintained.
· Assist in the creation and distribution of sales collateral such as presentations and proposals.
· Support in the training and onboarding of new sales team members, providing assistance on sales processes and tools.
· Monitor inventory levels & coordinate with the operations team to ensure product availability for sales orders.
· Coordinate with operations, purchasing, and logistics to expedite on-time deliveries to customers.
Team Management:
· Leading and supervising the administrative team, including Inventory, Purchasing and Sales.
· Provide guidance & support to team members, fostering a culture of collaboration, accountability, and continuous improvement.
Qualifications
- Diploma in Business Administration or equivalent qualification
- Minimum of 5 years’ proven experience in an administrative role, customer service, and/or sales support preferred.
- Basic knowledge of sales processes and principles is advantageous.
- Familiarity with common administrative procedures.
- Excellent communication and interpersonal skills
- Strong organizational skills with exceptional attention to detail:
- Ability to multitask, prioritize tasks, and work effectively under pressure while maintaining quality and meeting deadlines.
- Adaptive and open-minded team player.
- Proficient in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
The Administrative Executive role is pivotal for maintaining the operational efficiency of both sales and administrative functions. The ideal candidate should be well-organized, responsive, and capable of providing essential support to ensure a seamless workflow and positive customer interactions.
Other Information
- Salary will commensurate according to experience & qualifications
- Able to commence work within short notice period.
- 5-day work week, 8 am to 5 pm
o You may be required to work beyond the normal working hours to discharge your duties.
o You may be required to work on an off day to discharge your duties.
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