Office & Admin Assistant

Office & Admin Assistant

As an Office & Admin Assistant, you will ensure smooth operation of the front office and provide excellent administrative support. Your mission is to facilitate communication, provide assistance, and contribute to the smooth functioning of the organization’s daily operations.

Missions / Main Duties

Front Office & Reception

• Serve as the first point of contact for visitors, clients, and vendors, providing a warm and professional welcome.

• Manage the reception area, including answering and directing incoming calls, taking messages, and handling inquiries in a timely manner.

• Process employee requests and provide relevant information.

• Coordinate and schedule appointments and meetings as needed.

Administrative Support

• Provide administrative support to various departments and managers, including data entry, filing, and document preparation.

• Handle incoming and outgoing mail, packages, and deliveries.

Procurement & Finance Coordination

• Coordinate with vendors and service providers for office supplies, maintenance, and services.

• Prepare purchase requests, follow up on quotations, and manage order processing.

• Support invoice tracking and coordinate with the finance department for payments and documentation.

Office Operations & Housekeeping

• Ensure smooth office operations by monitoring supplies, equipment, and general housekeeping.

• Ensure overall cleanliness and organization of office premises, including workstations, pantry, and common areas, coordinating with housekeeping staff for daily upkeep.

• Conduct regular inspections of offices and workspaces to ensure proper maintenance, safety compliance, and availability of required supplies, reporting any issues for timely resolution.

• Coordinate with building management for maintenance, renewals, support, and addressing employee complaints.

Fleet & Vehicle Management

• Oversee daily allocation, usage, and condition of company vehicles, ensuring proper documentation.

• Monitor vehicle movement, maintain trip logs, coordinate with drivers, and manage fleet utilization.

• Coordinate regular servicing, repairs, and record inspections of vehicles, liaising with vendors or garages to ensure safety, reliability, and minimal downtime.

Profile / Skills

Education

• Bachelor’s degree in Business Administration or equivalent

Experience

• 3–5 years of relevant experience in a similar role, preferably in a corporate environment

Technical Skills

• Strong knowledge of Microsoft Office (Word, Excel, Outlook, PowerPoint)

Soft Skills

• Strong communication and interpersonal skills

• Good organizational skills with accuracy, attention to detail, and thoroughness

• Ability to maintain a high level of confidentiality and discern sensitive issues

• Flexibility to adapt to changing priorities and work in a fast-paced environment