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

Job Purpose

The Administrator ensures smooth day-to-day operations of the office or department by providing administrative support. This role involves managing schedules, maintaining records, coordinating communication, and overseeing various administrative tasks to ensure efficiency and organization.

• Oversee the general administrative functions of the office, including organizing office supplies and managing office facilities.
• Handle day-to-day office tasks such as filing, organizing, and maintaining office records both in physical and digital formats.
• Coordinate and maintain office calendars, schedules, and appointments for staff and management.
• Handle incoming calls, emails, and correspondence, directing them to appropriate departments or individuals.

• Maintain and update company records, files, and databases in compliance with company policies and procedures.
• Prepare and process documents, reports, and presentations as required by management and other departments.
• Ensure all administrative documents are properly stored, archived, and accessible.

• Serve as a primary point of contact for internal and external communication, facilitating the flow of information between departments.
• Organize meetings, including preparing agendas, taking meeting minutes, and distributing follow-up actions to participants.
• Communicate with clients, suppliers, and partners as needed to arrange meetings or resolve issues.

• Provide general administrative support to senior management, assisting with tasks such as scheduling, travel arrangements, and expense reports.
• Assist employees with requests related to office supplies, services, or equipment.
• Support HR and finance departments with basic administrative duties such as preparing payroll information or filing employee documents.

• Order office supplies, equipment, and other necessary materials, keeping track of inventory levels.
• Ensure timely delivery and availability of office supplies.

• Assist in ensuring the office complies with health, safety, and environmental policies.
• Maintain knowledge of company policies, and ensure all staff adhere to them.

• Suggest and implement improvements to administrative procedures and systems to increase efficiency and streamline workflows.
• Participate in cross-departmental initiatives to improve company processes.

• Perform other administrative tasks as assigned by management.
• Assist in special projects and events, as required.

• Collaborate with teams to get the work effectively achieved.
• Ensure effective communication with peers and managers, and show openness to directions and feedback.

• Execute the planned activities to meet the operational and development targets as per delivery schedules.
• Use resources effectively to achieve objectives within efficient cost and time.

• Solve any related issues arise and elevate any complex operational problems.

• Follow quality requirements and specifications for products or processes or related activities.

• Execute and comply related tasks as per defined policies, procedures, and work instructions.

• Adhere to all Safety procedures and regulations.

Diploma Degree in Business Administration

2 to 4 Years

• Work Order Management
• Ad Hoc Reporting
• Clerical Documentation Standards and Procedures
• Document Management
• Document Preparation
• General Inventory Management
• General Invoice Processing