Admin Specialist

PRIMARY PURPOSE:

The Administrative Specialist role involves providing comprehensive administrative assistance to ensure the efficient operation of the office. Responsibilities include managing files, data entry, coordinating administrative functions such as budgeting, travel arrangements, and meetings, as well as maintaining office supplies and equipment inventory. Additionally, the role involves providing excellent customer support, coordinating schedules, preparing reports and presentations, and implementing workflows to streamline processes.

JOB DESCRIPTION:

• Reviews and maintains written and computer files, plus conducts data entry.
• Assists in the coordination of administrative functions, including budget, travel bookings, process trip ticket of service vehicles, meetings, and clerical duties.
• Coordinates operations, including purchasing, equipment handling, property management inventory, building, and disposal.
• Maintains complete stock of all office supplies and accuracy of inventory.
• Coordinates and schedules meetings and conferences. Manage calendaring activities, coordinate schedules, finalize meetings, product presentation, and schedule conference calls.
• Perform clerical functions such as preparing correspondence, and processing expenses.
• Update contact management information. Organize and maintain client files
• Prepare mail and courier labels.
• Manage expense reports, invoice submissions, and reimbursements.
• Provide outstanding customer support to address client inquiries and concerns promptly and professionally.
• Communicate effectively with clients and team members to ensure smooth operations and client satisfaction.
• Implement and optimize workflows to streamline processes and improve efficiency.
• Provide administrative support to ensure efficient operation of the office.
• Assist in the preparation of reports, research data, and presentations needed by the Group.
• Handle correspondence and documents sent through email or via foot messenger to ensure confidentiality.
• Prepare and modify documents including correspondence, reports, drafts, memos, and emails.
• Take detailed notes during meetings and discussions to ensure accurate documentation and follow-up
• Take and ensure all received documents are given to the appropriate staff member on time.
• Performs such other task-related functions that may be assigned from time to time.
• Assists with all budget activities, including Accounting, HR, and Legal.
• Conducts reviews, surveys, and collects information on administrative matters.
• Responsible for the preparation of confidential documents and reports.
• Handle and track the department financial flow, documents and work with budget information.
• Department Financial data consolidation and other budget-related concerns.
• Process local/governmental renewal of permits.
• Order office and pantry supplies, restrooms consumables, cleaning materials/chemicals, and manage stocks.
• Handle and track accounting documents and work with budget information.

EDUCATION, TECHNICAL CAPABILITY AND CAREER:

• Bachelor's degree in Business Administration, Management, or related field preferred.
• 2-4 years of experience as an administrative assistant, or in a similar role.
• Familiarity with office management procedures and basic accounting principles.
• Proficiency in MS Office (MS Excel and MS Word, in particular) Google Workspace, MS Outlook and MS Teams.
• Experience with database management and data entry.
• Previous experience in supporting budget activities and financial management is a plus.
• Familiarity with procurement processes and vendor management.
• Experience in coordinating logistics and operations.
• Knowledge of office health and safety procedures.