. Role Objective
To perform a wide range of administrative, clerical, and front-desk support duties to ensure the company operates efficiently and professionally. This role serves as a central point of contact for internal and external stakeholders This includes managing reception activities, handling visitors and communications, maintaining records, supporting office operations, coordinating services, and ensuring smooth day-to-day administrative and front office functions in compliance with company policies.
- Duties and Responsibilities
- Provide support and assistance in execution of strategic activities aligned with department plans and overall company strategy.
- Contribute to continuous improvement initiatives within the administration function.
- Greet and welcome visitors professionally, ensuring a positive first impression.
- Manage reception area operations, including meeting room bookings and preparation.
- Answer, screen, and direct incoming calls efficiently and professionally.
- Handle general inquiries, maintain visitor logs, and issue visitor passes where required.
- Prepare, edit, and format documents, reports, memos, and professional correspondence.
- Maintain organized records and filing systems (both physical and electronic) for easy retrieval.
- Manage incoming and outgoing mail, courier services, and deliveries.
- Coordinate travel arrangements including flights, accommodation, visas, and transportation for staff.
- Manage vendor relationships and follow up on service delivery, contracts, and performance.
- Assist in preparing and processing purchase requisitions and obtaining necessary approvals.
- Monitor office supplies inventory, forecast requirements, and ensure timely replenishment.
- Coordinate with maintenance, IT support, and cleaning service providers to ensure smooth office operations.
- Assist with invoice processing, verification, and submission to the finance department.
- Maintain and track petty cash, ensuring accurate documentation and reconciliation.
- Support administrative budget tracking and expense reconciliation.
- Coordinate meetings, including scheduling, room setup, and logistics arrangements.
- Arrange catering, materials, and logistics for internal and external events.
- Assist in preparing agendas, presentations, meeting minutes, and post-event reports.
- Maintain confidentiality of sensitive documents and information at all times.
- Support onboarding of new employees by preparing workspace, access, and induction materials.
- Ensure compliance with company policies, procedures, and health & safety standards.
- Manage office equipment and coordinate servicing when required.
- Track and renew administrative contracts, licenses, and subscriptions before expiry.
- Provide basic IT/user support coordination with relevant departments when needed.
- Handle ad-hoc administrative tasks and support senior management as required.
- Maintain calendars and assist in scheduling appointments for managers when needed.
- Prepare weekly or monthly administrative reports (e.g., expenses, usage, activities).
MINIMUM EDUCATION & QUALIFICATIONS
Education:
- Bachelor's degree with prior experience in administration or a related field preferred. or as per the Minimum Qualifications and Experiences matrix in PODC.
Experience:
- 0-2 years of experience in relevant work area or as per the Minimum Qualifications and Experiences matrix in PODC.
Special Skills & Knowledge:
- Excellent communication skills (written and verbal)
- Strong customer service orientation and front office etiquette
- Organizational and time management skills
- Ability to multitask and work under pressure
- Attention to detail and accuracy
- Strong interpersonal and relationship-building skills
- Proficiency in MS Office (Word, Excel, PowerPoint)
- Ability to handle confidential information with discretion
- Problem-solving skills and ability to take initiative