Administrative Assistant

Key responsibilities

• We are seeking a proactive and organised Administrative Assistant to support the Administrative Executive in the daily operations of our engineering consulting firm. The successful candidate will provide administrative, clerical, and reception support while ensuring the smooth and efficient running of office activities. The role requires strong organisational skills, attention to detail, and a professional approach.
• Support the Administrative Executive in various day-to-day administrative tasks, ensuring the smooth operation of the firm.
• Answer incoming phone calls, greet, and assist visitors, and address their needs and requests in a timely and courteous manner.
• Take accurate messages from callers and visitors, ensuring that relevant information and requests are properly conveyed to the appropriate staff members.
• Act as a receptionist, warmly welcoming and interacting with clients, making them feel comfortable, and addressing their inquiries or directing them to the appropriate personnel.
• Prepare, draft, and file various correspondences, reports, and documents, ensuring proper organisation and accessibility for future reference.
• Assist in organising and coordinating meetings, workshops, and conferences, including scheduling, room preparation, and logistical arrangements.
• Arrange and confirm appointments for staff members, ensuring that schedules are efficiently managed, and conflicts are minimised.
• Manage incoming mail correspondences and deliveries, ensuring proper distribution and timely processing of important documents.
• Set up and maintain filing systems, both electronic and physical, to ensure documents are properly categorised, stored, and easily retrievable.
• Facilitate the smooth flow of information within the organisation and with external parties, ensuring that communication is efficient, accurate, and timely.
• Keep track of office equipment and stationery inventory, monitor supplies, and initiate purchases as needed to ensure the availability of necessary resources.
• Deliver documents to clients, authorities, and external entities as required, ensuring proper handling and confidentiality.
• Perform other related duties assigned by the management, demonstrating flexibility and willingness to contribute to the overall functioning of the organisation.

• Excellent verbal and written communication skills.
• Strong organisational and time management abilities.
• Ability to prioritise tasks and work effectively under pressure.
• High level of accuracy and attention to detail.
• Professional, courteous, and customer-focused attitude.
• Strong interpersonal skills and ability to interact with clients and colleagues at all levels.
• Ability to maintain confidentiality and handle sensitive information.
• Proficient in Microsoft Office applications (Word, Excel, Outlook, and PowerPoint).
• Good document management and filing skills.
• Ability to work independently and as part of a team.
• Strong problem-solving skills and initiative.
• Flexibility and willingness to perform a variety of administrative duties as required.

• Business administration
• Calendar management
• Continuous improvement
• Correspondence drafting
• Correspondence handling
• Customer experience management
• Customer relationship management
• Document control
• Document preparation
• Documentation management
• Documentation skills
• Front office operations
• Industry expertise
• Language proficiency
• Language skills

• Active listening
• Analytical skills
• Analytical thinking
• Attention to detail
• Autonomous
• Collaboration
• Communication
• Continuous learning
• Critical thinking
• Customer service
• Decision-making
• Interpersonal skills
• Listening skills
• Multitasking
• Positive attitude
• Team collaboration
• Teamwork

• Ensure efficient day-to-day administrative operations.
• Maintain accurate filing, correspondence, and record-keeping systems.
• Support management with scheduling, document preparation, and meeting coordination.
• Respond to internal and external inquiries in a professional and timely manner.
• Performance will be measured through accuracy of work, timeliness, organization, reliability, communication skills, and ability to meet deadlines.

The…