Position Overview:
We are seeking a highly organized and detail-oriented Office Administrator to join our AI technology team (www.defai.digital).
The ideal candidate will play a key role in ensuring the smooth operation of our office by managing administrative tasks, coordinating daily activities, and supporting various departments as needed. This role requires excellent communication skills, multitasking abilities, and a proactive attitude.
Key Responsibilities:
· Manage day-to-day office operations, including answering phone calls, handling correspondence, and maintaining office supplies.
· Coordinate and schedule meetings, appointments, and events.
· Organize and maintain accurate records, files, and documentation (physical and digital).
· Process invoices, expense reports, and assist with basic bookkeeping tasks.
· Support HR functions, such as onboarding new employees and maintaining personnel records.
· Act as a liaison between departments and external vendors.
· Assist in creating and distributing internal communications and reports.
· Handle travel arrangements, including booking accommodations and transportation.
· Troubleshoot and resolve administrative issues as they arise.
Qualifications:
· Secondary School or Polytechnic education with Bachelor’s degree preferred.
· Proven experience in office administration or a similar role.
· Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office management software.
· Excellent written and verbal communication skills.
· Strong organizational and time-management skills.
· Ability to work independently and prioritize tasks effectively.
· Discretion and confidentiality when handling sensitive information.
· Familiarity with basic accounting principles and office equipment is a plus.
Working Conditions:
Full-time position, typically Monday to Friday. 9.30am-6pm
Office environment with occasional opportunities to work remotely, if applicable.
Benefits:
Competitive salary based on experience.
Central office location (City Hall area)
Professional development and growth opportunities.
How to Apply:
If you are a motivated professional who thrives in a fast-paced environment and enjoys contributing to a team’s success, we encourage you to apply.
Please submit your resume and a cover letter detailing your relevant experience to [email protected]
