Admin Assistant

Job description

Reports To:

Administration Manager / Human Resources & Administration Manager

Job Summary:

The Administrative Assistant provides administrative and clerical support to ensure the efficient operation of the office. The role involves managing office documentation, coordinating communication, maintaining records, supporting HR and finance functions, and assisting with day-to-day administrative activities to ensure smooth business operations.

Key Duties and Responsibilities:

• Provide general administrative and clerical support to management and staff.
• Receive, screen, and direct incoming calls, emails, and visitors professionally.
• Prepare, type, file, and maintain correspondence, reports, and other office documents.
• Maintain an organized filing system for both physical and electronic records.
• Schedule meetings, appointments, and maintain office calendars.
• Prepare meeting agendas, take minutes, and distribute them accordingly.
• Monitor and replenish office supplies and stationery.
• Coordinate courier services and manage incoming and outgoing mail.
• Maintain accurate records of company assets and office inventory.
• Assist in preparing reports, presentations, and spreadsheets.
• Support HR functions such as maintaining employee files, attendance records, leave records, and onboarding documentation.
• Assist with payroll data preparation and timesheet collection where required.
• Coordinate travel arrangements, accommodation, and logistics for staff when necessary.
• Ensure confidentiality of company information and employee records.
• Assist in organizing company events, meetings, and training sessions.
• Liaise with suppliers, service providers, and external stakeholders.
• Ensure the office environment remains clean, organized, and conducive to productivity.
• Perform any other administrative duties assigned by management.

Qualifications and Experience:

• Diploma or Bachelor’s Degree in Business Administration, Human Resource Management, Public Administration, or a related field.
• Minimum of 2 years’ experience in an administrative or office support role (experience in a real estate company is an added advantage).
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent written and verbal communication skills.
• Strong organizational and time management skills.
• Ability to multitask and prioritize work effectively.
• High level of integrity and confidentiality.
• Strong interpersonal and customer service skills.
• Ability to work independently and as part of a team.

Key Competencies:

• Excellent communication skills
• Attention to detail
• Organizational and planning skills
• Time management
• Problem-solving ability
• Professionalism and integrity
• Record management
• Teamwork
• Customer service orientation
• Ability to work under pressure
• Computer literacy
• Confidentiality and discretion