Admin Generalist

JOB CONTENT

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.

• 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).

• Bachelor's degree with prior experience in administration or a related field preferred. or as per the Minimum Qualifications and Experiences matrix in PODC.

• 0-2 years of experience in relevant work area or as per the Minimum Qualifications and Experiences matrix in PODC.

• 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