Essential Duties and Responsibilities
Administrative Support:
1. Assist the management team with administrative tasks such as managing calendars,
coordinating meetings, prepare agendas and taking minutes, ensuring all relevant materials
are distributed to attendees in advance.
2. Maintain accurate records, files and databases, including organizing and archiving documents, reports, and files for easy retrieval.
3. Handle incoming and outgoing communications and correspondence, including drafting various forms of communication like emails, letters, memos and phone calls.
4. Managing data entry, record-keeping, and database maintenance tasks.
5. Coordinate the renewal of business contracts.
6. Support colleagues & various departments as needed to ensure smooth operations.
Financial Administration:
1. Assisting in budget preparation and monitoring to ensure expenses stay withing allocated amount.
2. Tracking and recording company expenses.
3. Processing and managing sales invoices.
HR Support:
1. Assisting with recruitment, posting job vacancies, reviewing job applications, arranging
interviews with suitable candidates and conducting candidate reference checks.
2. Collating and updating new employee records
3. Supporting the HR department in administrative tasks, such as employee data entry and data filing.
4. Assisting with payroll preparation by tracking relevant employee data, such as performance reviews and feedback.
Procurement/Purchasing:
1. Provide support to Deputy General Manager preparing POs with all necessary details and ensuring approval before sending it to the supplier.
Inventory Management:
1. Provide support on the administrative and data management aspects of inventory. Maintain accurate records of inventory transactions and assist in tracking and reporting inventory levels.
2. Provide support to storekeeping function when required.
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.
- Basic human resource knowledge (timekeeping, payroll)
- 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.
