Administrative Assistant

Key Responsibilities General

• Provide general office support including answering phones, and managing email correspondence, meetings with suppliers.
• Maintain filing systems, both physical and electronic.
• Order office supplies and maintain inventory.
• Ensure office equipment is functional and coordinate repairs if needed.
• Schedule appointments, meetings, and conference calls for the team.
• Assist with data entry tasks, maintaining accurate records and databases.
• Provide general administrative support to various departments as needed.

• Review of agreements – using applicable checklists.
• Follow up with clients for Agreements – keeping a record of what has been received, what is pending and what is under review.
• Ensuring all licenses, insurance and legal documentation are filed and up to date across all tenable offices.
• Keeping record of what projects have been won – and saving key information such as client details, scope of work and fee amount.
• Internal follow ups with department heads, ensuring a Project Start Up Form has been completed for each project.
• Liaise with our preferred travel agency to assist with flight and hotel bookings as and when required.
• Preparation of letters as and when required.
• Provide department heads with requested data as and when required.
• Contribute towards achieving the department KPI’s.

• Education:
  
  Diploma or a degree or certification in business administration or a related field is a plus.
• Experience:
  
  2-4 years of experience in an administrative or office assistant role preferred.
• Technical
  
  Skills:
  
  Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Communication:
  Strong verbal and written communication skills.
• Organization:
  Excellent organizational and multitasking abilities, with attention to detail.
• Problem-Solving:
  Ability to handle multiple tasks simultaneously and prioritize effectively.
• Team Player:
  Collaborative and works well within a team environment.
• Discretion:
  Ability to handle sensitive and confidential information.
• Advanced level of English – Speaking, Writing and Reading