Admin, Administrative​/Clerical, Office Administrator​/ Coordinator

Job Purpose

• To provide pro-active administrative support to ensure that full administrative needs are met within the business for a smooth daily operation.

• Prepares reports, presentations, correspondence, leave applications, outgoing transmittal as requested by Line Manager.

• Distribute incoming and outgoing correspondence such as memos and letters from different departments to the concerned employees.

• Responsible to ensure that all supplies inventory are fully stocked at all times and responsible to prepare purchase requisitions in time to restock.

• Monitor and maintain stocks of pantry items, office supplies, stationery and other consumables such as printer cartridges etc.

• Arrange and prepare purchase requisition for office and warehouse equipment repairs and maintenance (forklift, stacker, pick-up, vehicles etc.).

• Serves as a point of contact for contractors for receiving invoices, service reports, and other submittals from the suppliers, service providers, etc. for Line Manager's approval.

• Maintain delivery notes record in file.

• Prepare and maintain date-sensitive documents such as vehicle registrations, licenses, tenancy agreements, pest control contracts, fire protection contracts in order to ensure they are renewed on time.

• Maintain records of attendance, gate pass information access, leave applications, incoming and outgoing transmittals related to the department.

• Provide general administrative and clerical support to the Operations department employees (e.g. annual leave applications, time sheets, correspondence etc.).

• Follow up with different departments to ensure the effective processing of business requirements to meet the department needs

• Generating monthly, quarterly and annual reporting on all aspects of the operation in additional to any ad hoc reports as required by the Line Manager by using the information entered in the system.

• Maintain and update all necessary records and database that includes but not limited to services provided, supplier's list etc.

• Responsible to ensure that all business activities are in compliance with the official and internal regulations, work-flows and procedures.

• Create purchase requisitions and submit to Line Manager for approval, when required.

• Responsible to raise concerns, issues, delays, complaints to Line Manager for appropriate intervention in relation to business activities.

• Arrange the transportation schedule of employees and coordinate with the drivers. ( for food handlers appointment, airport transfers)

• Check monthly utility and other bills and arrange timely payments.

• Administer Company's vehicles and ensure upkeep, maintenance, and renewal of registration & insurance documents, etc.

• Ensure that the office facilities are well presented and professional at all times. Ensure the proper maintenance of the office fixtures and furniture, office building and other facilities and properties of the Company.

• Arrange maintenance where required.

• Arrange petty cash claims.

• Ensure that all office equipment such as, computers, copiers, printers, scanners, phones, etc. are in working conditions.

• Ensure preventive maintenance and promptly address any complaints and resolve. Coordinate for ticket bookings for employees travelling for annual leave and maintain record of it. Maintain all necessary records and database.

• Prepare and maintain filing for documents such as vehicle registrations, licenses, tenancy agreements, permits, subscriptions, utility bills, communication bills, etc.

• Arrange offices/other facilities for new employees and visitors when needed.

• Immediately report concerns, issues, complaints to Line Manager for appropriate intervention.

• Perform other duties as assigned by the Direct Manager.

• Minimum High School Diploma, Certificate in MS Office

• At least two (2) years' experience in Administration

• Knowledge of clerical and administrative procedures (Office Administration, Bookkeeping, Data Entry, File Management)

• Highly organized, Attention to Detail, MS Office