Administrative Assistant

SUMMARY:
Our client, an international trading company, is seeking to employ an experienced Office Administrator with a minimum of 5 years of relevant experience. The ideal candidate will possess strong administrative and organizational skills, along with proficiency in MS Office applications.

POSITION INFO:

Role Purpose

The Office Administrator provides comprehensive administrative, logistical, and coordination support to ensure the seamless day-to-day operation of the branch. This role serves as a vital link between management, staff, and external stakeholders, managing everything from reception and travel to internal communications across the MEA Bloc.

The incumbent acts as a central hub for office operations, provides high-level backup support for the Personal Assistant, and ensures a professional, service-oriented environment. Success in this role requires sound judgment, proactive problem-solving, and the ability to manage complex operational tasks independently.

Key Responsibilities

1. Office Administration & Communication

• Operational Flow: Oversee day-to-day administrative functions to ensure maximum efficiency.
• Internal Comms: Act as the primary focal point for branch communications and coordinate information dissemination.
• Facility Coordination: Manage the scheduling and upkeep of meeting rooms, office directories, and intercom systems.
• Logistics: Oversee the timely and confidential distribution of mail and courier deliveries.
• Resource Management: Monitor and procure office consumables and stationery, ensuring cost-effective inventory levels.
• Records Management: Organize and maintain secure physical and digital filing systems.

2. Specialized Administrative Support

• Executive Backup: Act as the designated "second handler" for the Personal Assistant, ensuring continuity of support for the Office Head during absences.
• Project Support: Provide operational assistance regarding the business opportunity advisory contract, including potential new office setup activities (utilities, furniture, and equipment coordination).
• Reporting: Consolidate data from multiple stakeholders to produce accurate weekly reports (e.g., overtime, administrative efficiency).
• Event Planning: Assist in the coordination and execution of corporate events and functions.

3. Travel & Logistics

• Itinerary Management: Coordinate comprehensive travel arrangements, including flights, accommodation, and ground transportation.
• Compliance: Ensure all travel aligns with organizational procedures and that travellers are fully briefed and "travel-ready."
• Third-Party Liaison: Coordinate with transport providers for off-site meetings and guest requirements.

4. Reception & Maintenance

• Guest Relations: Serve as the professional face of the branch, managing guest arrivals and notifications.
• Facility Standards: Ensure the premises remain clean, safe, and professional; oversee routine maintenance and repairs for all office equipment.
• Vendor Management: Liaise with service providers and process workflows within the systems. Invoice management, ensuring invoices are received timeously, reviewed for accuracy, and correctly loaded onto SAP
• Health & Safety: Monitor workspace organization and ensure compliance with workplace safety standards.

Person Specification

Skills & Knowledge

• Technical: Proficiency in MS Office Suite and familiarity with modern office management systems.
• Workflow: Proven ability to manage competing priorities and meet deadlines in a fast-paced environment.
• Communication: Strong verbal and written skills; able to liaise professionally with stakeholders at all levels.
• Attributes: High level of accuracy, self-motivated, and capable of maintaining strict confidentiality.

Experience & Education

• Experience: Minimum 5 year of dedicated Office Administration experience.
• Education: A Certificate in Office Management is preferred.