Admin Assistant (1 year contract)

Objectives of the Position         

• Provides essential support to the office by performing various administrative, clerical, and organizational tasks. This role requires strong communication, organizational, and multitasking skills to effectively contribute to the smooth operation.

Main Areas of Responsibilities and Key Activities

• Managing and coordinating the office's daily schedule and calendar, including operators’ duty rooster, scheduling appointments, meetings, and conferences.
• Maintaining and organizing office files, records, and documents, both in physical and electronic formats.
• Handling incoming and outgoing mail, including sorting, distributing, and preparing correspondence.
• Managing office supplies inventory, ensuring availability of necessary materials, and placing orders when needed.
• Assisting in the preparation, editing, and formatting of various types of documents, such as reports, presentations, and spreadsheets.
• Coordinating travel arrangements and accommodations for employees, including booking flights, hotels, and transportation.
• Assisting in maintaining office equipment and coordinating repairs or maintenance as required.
• Assisting in the coordination and planning of office events, meetings, and conferences.
• Providing general administrative support to the office staff, including photocopying, scanning, and faxing documents.
• Assisting with basic bookkeeping tasks, such as invoicing, tracking expenses, and processing payments (petty cash).
• Collaborating with other team members to ensure the office operates efficiently and effectively
• Adhering to company policies, procedures, and confidentiality guidelines.

Job Requirements

• Diploma or equivalent; additional certifications or training in office administration or related fields is a plus.
• 2+ years proven experience of office assistant or clerk, with knowledge of administrative and clerical procedures is a plus
• Proficient in using office software applications, including word processing, spreadsheet, and presentation software.
• Strong organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
• Excellent written and verbal communication skills, with a professional and friendly demeanor.
• Attention to detail and accuracy in performing tasks.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Strong problem-solving skills and the ability to work independently as well as part of a team.