Job Title: Admin Executive
The Admin Executive will be responsible for providing comprehensive administrative support to ensure efficient operation of the office. This role requires a proactive, organized, and detail-oriented individual capable of handling multiple tasks and maintaining a high level of confidentiality.
Key Responsibilities:
Office Management
Maintain office supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies, and verifying receipt of supplies.
Manage office equipment and arrange for necessary repairs.
Administrative Support
Provide administrative support to senior management, including scheduling meetings, preparing reports, and managing correspondence.
Assist in the preparation of regularly scheduled reports and presentations.
Communication
Answer and direct phone calls, handle inquiries, and manage incoming and outgoing mail.
Act as the point of contact for internal and external clients.
Documentation and Record Keeping
Maintain a systematic filing system for important documents and ensure confidentiality and security of data.
Assist in the documentation and implementation of company policies and procedures.
Meeting and Event Coordination
Coordinate and arrange meetings, conferences, and travel arrangements for executives and staff.
Assist in organizing company events and activities.
HR Support
Assist with recruitment tasks, such as posting job openings, scheduling interviews, and maintaining employee records.
Support HR functions by maintaining attendance records and coordinating employee onboarding processes.
Financial Administration
Handle basic accounting tasks such as processing invoices, maintaining financial records, and managing petty cash.
Assist in budget preparation and expense tracking.
Customer Service
Provide excellent customer service by addressing and resolving customer queries and issues promptly.
Support the sales team by handling customer orders and managing client databases.
Project Coordination
Assist in the planning and execution of special projects as assigned by management.
Coordinate with various departments to ensure project timelines and deliverables are met.
General Office Duties
Perform general office duties such as photocopying, scanning, and filing.
Ensure the office is clean, organized, and conducive to a productive work environment.
Qualifications:
Proven experience as an administrative assistant, office admin assistant, or similar role.
Proficiency in MS Office (MS Excel, MS Word, and MS PowerPoint, in particular).
Excellent time management skills and the ability to prioritize work.
Attention to detail and problem-solving skills.
Strong organizational skills with the ability to multi-task.
Excellent written and verbal communication skills.
High school diploma; additional qualification as an Administrative assistant or Secretary will be a plus.
