Job Summary
The Administrative Assistant at our Recruitment and Remittance Agency will provide vital administrative support to ensure the smooth operation of the office. This role involves handling a variety of tasks related to recruitment, remittance processing, organization, communication, and logistics, supporting managers and employees alike. The ideal candidate is self-motivated, resourceful, and capable of managing multiple priorities with minimal supervision.
Key Responsibilities
General Administrative Duties:
- Answer and direct phone calls, emails, and other correspondence.
- Organize and schedule meetings, appointments, and travel arrangements.
- Maintain contact lists and calendars for team members.
- Produce and distribute correspondence memos, letters, faxes, and forms.
- Assist in the preparation of regularly scheduled reports.
- Develop and maintain an organized filing system for both digital and physical documents.
Recruitment Support:
- Assist with the recruitment process by posting job ads, screening resumes, and scheduling interviews.
- Maintain and update employee records, including application forms, resumes, and reference checks.
- Coordinate with recruitment agencies and job boards.
- Prepare recruitment reports and track key recruitment metrics.
Remittance Processing:
- Assist with the processing of remittances, ensuring accuracy and timely delivery.
- Maintain accurate records of all transactions and provide reports as needed.
- Liaise with clients to resolve any issues or discrepancies related to remittance services.
Office Management:
- Order and manage office supplies and inventory.
- Coordinate office maintenance and repairs.
- Provide general support to visitors and act as the point of contact for internal and external clients.
- Submit and reconcile expense reports.
Documentation and Reporting:
- Prepare and monitor invoices and billing statements.
- Conduct research and create presentations as needed.
- Compile data and generate reports, handling multiple projects simultaneously.
Communication:
- Handle sensitive information in a confidential manner.
- Manage internal and external communications, including replying to email and phone inquiries.
- Develop and implement administrative systems to enhance efficiency.
Required Qualifications
Education and Experience:
- High school diploma or equivalent; an associate's or bachelor's degree is preferred.
- Proven experience as an administrative assistant, office admin assistant, or similar role.
Skills and Competencies:
- Proficiency in MS Office (Word, Excel, PowerPoint, Outlook).
- Excellent time management skills and ability to prioritize tasks.
- Strong organizational skills with a keen attention to detail.
- Excellent written and verbal communication skills.
- Ability to multitask and meet changing deadlines.
Preferred Qualifications
- Familiarity with office equipment, such as printers and fax machines.
- Experience with scheduling tools and office management software.
- Basic knowledge of bookkeeping and accounting principles.
- Experience in creating and maintaining databases.
