Admin Executive

The Admin Executive/Administrator plays a crucial role in providing administrative support to ensure the smooth operation of an organization. They are responsible for managing various administrative tasks, coordinating office activities, and facilitating effective communication within the organization. The Admin Executive/Administrator is often the first point of contact for internal and external stakeholders and is expected to maintain a professional and welcoming environment.

Key Responsibilities:

- Office Management: Oversee and manage daily office operations, including maintaining office supplies, equipment, and facilities. Ensure a clean, organized, and professional office environment.
- Front Desk Operations: Serve as the primary point of contact for visitors, clients, and employees. Greet guests, answer phone calls, handle inquiries, and direct them to the appropriate personnel. Manage incoming and outgoing mail and packages.
- Scheduling and Calendar Management: Coordinate appointments, meetings, and events. Maintain calendars, schedule meetings, send meeting invitations, and make necessary arrangements such as booking meeting rooms and organizing catering.
- Travel and Logistics Support: Arrange travel itineraries, accommodation, and transportation for employees and visitors. Prepare travel expense reports and process reimbursements.
- Documentation and Recordkeeping: Maintain and update physical and electronic files, records, and documents. Ensure confidentiality and accuracy of information. Assist in drafting and formatting documents, letters, and reports.
- Vendor Management: Liaise with vendors and suppliers for office supplies, equipment maintenance, and other services. Obtain quotes, negotiate contracts, and monitor service levels.
- Meeting Support: Prepare meeting agendas, collate relevant documents, and distribute materials. Attend meetings, take minutes, and follow up on action items. Coordinate logistics for meetings, including room setup, audiovisual equipment, and refreshments.
- HR Support: Assist the HR department in various administrative tasks, such as maintaining employee records, coordinating recruitment activities, processing paperwork for new hires, and facilitating employee onboarding.
- Budget and Expense Management: Assist in managing office budgets, tracking expenses, and processing invoices. Maintain accurate financial records and reports.
- General Administrative Support: Provide general administrative support to various departments as needed. Assist in ad-hoc projects and tasks assigned by the management team.

Qualifications and Skills:

- Bachelor's degree in Business Administration, Office Administration, or a related field is preferred. Relevant experience may be considered in lieu of a degree.
- Proven experience in administrative roles, preferably in a corporate or office environment.
- Strong organizational and multitasking skills. Ability to prioritize tasks and meet deadlines.
- Excellent verbal and written communication skills. Proficiency in English is essential.
- Attention to detail and accuracy in data entry and recordkeeping.
- Professional demeanor with excellent customer service skills.
- Ability to work independently with mínimal supervision and as part of a team.
- Strong problem-solving and decision-making abilities.
- Knowledge of office management systems and procedures.
- Familiarity with basic HR processes and documentation is a plus.