Administrative Support Specialist
4 days ago
We are seeking a detail-oriented Administrative Support Specialist to manage our office operations and provide administrative assistance to various departments.
Key Responsibilities- Administrative Support:
- Provide administrative assistance, including data entry, filing, and document preparation.
- Coordinate appointments, meetings, and conference rooms; update and maintain calendars.
- Assist with travel arrangements and accommodation bookings.
- Accounts Support:
- Handle Purchase Orders (POs), vendor invoice tracking, and follow-ups on pending payments.
- Assist with basic bookkeeping tasks and accounting entries.
- Maintain petty cash records and liaise with the finance team for monthly financial closures.
- Front Desk Operations:
- Serve as the first point of contact for visitors and vendors, including managing building access.
- Manage incoming calls and direct them to the relevant individuals or departments.
- Oversee daily operational activities within the office.
- Office Supplies and Equipment:
- Monitor inventory and reorder office supplies as required.
- Coordinate servicing and repairs of office equipment.
- Record Keeping:
- Maintain accurate and up-to-date records of office expenses, incoming and outgoing correspondence, and general documentation.
- Assist in the preparation of internal reports and presentations.
- HR Support:
- Manage the end-to-end recruitment process including sourcing, screening, interviews, and onboarding.
- Utilize various recruitment channels and job portals effectively.
- Coordinate with the finance team for payroll processing and employee documentation.
- Import/Export Operations:
- Handle shipping documentation such as invoices, packing lists, bills of lading, and certificates of origin.
- Coordinate with logistics partners to ensure smooth international shipments.
- Track import/export shipments and ensure compliance with customs regulations and Incoterms.
- Maintain clear records of all trade transactions and liaise with vendors or overseas clients as needed.
- Ensure timely clearance, delivery, and documentation filing for all import/export activities.
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