Administrative Assistant

Key Responsibilities

Administrative Support

• Provide general administrative and secretarial support to the Administration Department.
• Prepare, draft, type and distribute correspondence, reports, memos, presentations and other documents.
• Maintain filing systems, records and databases in both electronic and hard copy formats.
• Receive, sort and distribute incoming mail, courier packages and correspondence.
• Manage office stationery and administrative supplies, including stock monitoring and replenishment.

Document and Records Management

• Maintain accurate and up-to-date departmental records and documentation.
• Ensure proper archiving and retrieval of company documents in accordance with company procedures.
• Prepare reports and administrative statistics as required by management.
• Assist in maintaining contracts, agreements and service provider records.

Coordination and Scheduling

• Prepare meeting agendas, take minutes and follow up on action points when required.
• Coordinate travel arrangements, accommodation bookings and transport requests for visitors.

Facilities and Office Management

• Assist in monitoring office facilities and coordinate maintenance requests.
• Liaise with external suppliers, contractors and service providers regarding administrative matters.
• Support the management of company assets, office equipment and furniture.
• Ensure that office facilities remain clean, safe and well-organised.

Customer and Employee Support

• Welcome visitors and direct them appropriately.
• Handle telephone calls and enquiries professionally.
• Provide administrative assistance to employees and departments as required.

Compliance and Continuous Improvement

• Ensure compliance with company policies, procedures and administrative standards.
• Maintain confidentiality of company information and employee records.
• Identify opportunities for administrative process improvements and efficiency enhancements.
• Participate in Kaizen and continuous improvement initiatives.

• Key Performance Indicators (KPIs)

  • Accuracy and timeliness of administrative tasks.
  • Effective document and records management.
  • Timely coordination of meetings and administrative activities.
  • Availability and proper control of office supplies.
  • Internal customer satisfaction.
  • Compliance with company procedures and deadlines.
  • Contribution to process improvement initiatives.

  Qualifications

  Education

  • Higher School Certificate (HSC).
  • Diploma or Certificate in Business Administration, Office Management, Secretarial Studies or related field will be an advantage.

  Experience

  • Minimum 2 years' experience in an administrative or office support role.
  • Experience in a corporate environment would be an advantage.

  Knowledge and Skills

  • Good knowledge of administrative and office procedures.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint and Outlook).
  • Good written and verbal communication skills in English and French.
  • Strong organisational and time management skills.
  • Ability to maintain accurate records and documentation.
  • Good interpersonal and customer service skills.
  • Ability to work independently and as part of a team.
  • High level of integrity and confidentiality.
  • Attention to detail and problem-solving abilities.

  Key Competencies

  • Communication Skills
  • Planning and Organisation
  • Customer Focus
  • Teamwork and Collaboration
  • Initiative and Proactiveness
  • Reliability and Accountability
  • Adaptability and Flexibility
  • Confidentiality and Professionalism
  • Continuous Improvement Mindset