Administrative Assistant

Key Responsibilities:

1. Communication

• Handle incoming calls, emails, and other forms of correspondence.
• Direct inquiries to appropriate individuals in a timely and professional manner.

1. Scheduling and Organization

• Maintain and monitor calendars for vehicle registrations, insurance renewals and claims, government licensing, and permits.
• Schedule appointments, coordinate meetings and events.
• Monitor and book service schedules as needed.

1. Document and Data Management

• Prepare and edit administrative documents, including daily monitoring reports for building maintenance and security.
• Maintain a systematic and organized filing system (both digital and physical).
• Manage internal databases and perform accurate data entry.

1. Office Operations

• Monitor and replenish office supplies and inventory.
• Coordinate with vendors and service providers to ensure the functionality of office equipment.
• Oversee Preventive Maintenance Schedules (PMS) for service vehicles, elevators, air conditioning systems and generator sets.

1. Financial Tasks

• Assist in basic bookkeeping, including processing and tracking expense reports, managing purchase orders and supporting payment processing for suppliers.

1. General Support

• Provide general administrative support to managers and team members.
• Assist with departmental projects and perform other ad hoc tasks as needed.

Education and Experience:

• Bachelor’s degree in Business Administration, Office Management, or a related field preferred. Equivalent work experience will also be considered.
• At least 1–2 years of administrative or office support experience is preferred. Experience in facilities or operations coordination is a plus.

Competencies and Skills:

• Strong verbal and written communication skills.
• Excellent organizational and time management abilities.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and document management tools.
• Basic knowledge of bookkeeping and financial processes.
• Ability to multitask and adapt to changing priorities.
• Strong attention to detail and accuracy.
• Professional demeanor and proactive attitude.