We are seeking a highly organized and proactive Administrative Assistant & Coordinator to join our team. This multifaceted role involves handling administrative tasks, managing basic accounts updates, coordinating with external vendors and partners, preparing meeting minutes, ensuring efficient client follow-ups, and facilitating the coordination of counseling services for clients. The ideal candidate will thrive in a fast-paced environment, possess exceptional communication skills, and be adept at multitasking.
Responsibilities:
Administrative Support:
1. Manage office operations by handling incoming calls, emails, and correspondence.
2. Maintain and organize office supplies, equipment, and facilities.
3. Assist in scheduling meetings, appointments, and travel arrangements.
4. Handle basic administrative tasks such as data entry, filing, and documentation.
Basic Accounts Updates:
1. Assist in updating and maintaining financial records and databases.
2. Support in basic accounting tasks, including invoice processing and expense tracking.
3. Collaborate with the finance team to ensure accuracy in financial documentation.
Coordination with External Parties:
1. Liaise with external vendors, partners, and counselors to facilitate seamless collaboration.
2. Manage communication and negotiations to ensure timely deliveries, services, and counseling sessions.
3. Maintain strong relationships with external stakeholders.
Meeting Preparation and Follow-ups:
1. Prepare agendas, take meeting minutes, and distribute action items after meetings.
2. Ensure timely follow-up on action items and commitments made during meetings.
3. Coordinate with team members to schedule, organize, and execute meetings effectively.
Client Follow-ups and Counseling Arrangements:
1. Engage in regular communication with clients to address inquiries and follow-ups.
2. Coordinate counseling sessions for clients, including scheduling and logistical arrangements.
3. Facilitate communication between clients and counselors to ensure a smooth counseling process.
Coordination with Counselors:
1. Maintain communication and coordination with counselors regarding client appointments and needs.
2. Ensure necessary information is shared between clients and counselors for effective sessions.
3. Assist in arranging and organizing counseling resources as required.
Qualifications:
1. Proven experience in administrative roles or similar positions.
2. Basic understanding of accounting principles and experience with basic accounts tasks.
3. Strong organizational and multitasking abilities.
4. Excellent written and verbal communication skills.
5. Proficiency in office software and tools (MS Office, G Suite, etc.).
6. Ability to work both independently and collaboratively in a team environment.
7. Exceptional attention to detail and accuracy in all tasks.
