Office Administrator

Job Description

About this role:
Role Description:

• To provide administrative support to the employees and leaders, and carry out tasks in coordination with concerned departments / units for processing of requests pertaining to employee services, travel bookings, time attendance and other required requests / documents while ensuring compliance to corporate and local laws and regulations.

Key Accountabilities:

• Information Management Receive, classify, consolidate, and summarize documents and information, maintaining records of documents processed according to standard procedure for use by management. Maintain safe custody of confidential documents and correspondences received by department staff to prevent unauthorized access.

• File Management Maintain various categories of files (electronic and hard copies) required by the department in a systematic, secure manner to enable easy reference and quick retrieval.
• Correspondence Draft official correspondence (letters, memos, faxes, emails) of a standard nature using standard templates for consistency. Handle all official incoming and outgoing mail and prepare nonroutine correspondence as directed by department staff. Track and record all incoming and out-going correspondence to ensure that there is a clear chain of custody and that the status of all correspondence can be monitored from start to finish.
• Travel Arrangements Make travel bookings and other related arrangements for department staff business trips and department guests and ensure timeliness and thoroughness in the implementation of the same.
• Documentation and Presentations Accurately transcribe, type, format, and proof read a wide variety of material (for example correspondence, invoices, contracts, meeting minutes, reports, and presentations) using word processing, presentation, graphics and spreadsheet software.
• Administrative Support Ensure all due follow-up and implementation of administrative tasks within the department is done efficiently for smooth functioning Act as a central point of contact for stationery services including maintaining inventories, ensure up-to-date records of stationery usage, process department orders, and liaise with procurement department as necessary.
• Annual Leave Update all annual leave data to ensure leave records of employees across the department has been updated on the system and that any change required has been timely reflected on a regular basis.
• Time Attendance Monitor daily attendance of department employees (as designated by management) and update time records to ensure there is no disparity between actual attendance time and recorded time
• Guests and Public Service Provide the highest level of professional conduct when interacting with guests and external representatives in providing information or guidance
• Continuous improvement Contribute to the identification of opportunities for continuous improvement of Respective Department systems, processes and practices taking into account international best practice, improvement of business processes, cost reduction and productivity improvement.
• EH&S Focus Comply with all relevant health, safety, security and environmental management policies, procedures and controls to guarantee employee safety, legislative compliance and a responsible environmental attitude

What you need to bring:
Qualification & Minimum Requirements:

• Diploma in Secretarial, Diploma in Business Admin/Management with Minimum 6 years of experience in the relevant field.

Knowledge & Skills

• Proficiency in English
• Proficiency in Microsoft Windows & MS Office
• Presentation Skills Specific
• Liaison skills
• Communication and Interpersonal skills
• Technical Writing skills
• Planning and Organizing skills Refer to the JCM for further information

Job Details

Employment Types:

Full time

Function:

Advertising, DM, PR, MR & Event Management , Travel / Airlines , Hotels / restaurants

Roles:

Office Assistant , Front Office Manager

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