Admin Assistant

**Roles & Responsibilities:

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**1. Office Administration & Coordination**:

- Manage day-to-day office operations and ensure smooth workflow.
- Maintain office supplies inventory and place orders when required.
- Coordinate with vendors, service providers, and contractors.
- Organize and maintain a clean, efficient, and professional work environment.

**2. Communication & Correspondence**:

- Draft, proofread, and distribute letters, memos, and notices.
- Act as the first point of contact for internal staff and external clients.
- Relay accurate information between departments and management.

**3. Scheduling & Calendar Management**:

- Maintain schedules, appointments, and meetings for managers and executives.
- Coordinate meeting rooms, prepare agendas, and arrange necessary equipment.
- Send reminders and follow up on action points.
- Support event planning such as workshops, training, or company activities.

**4. Documentation & Record Keeping**:

- Maintain organized filing systems (both digital and physical).
- Ensure proper storage of confidential and sensitive information.
- Prepare reports, presentations, and spreadsheets when required.
- Update databases, records, and logs regularly.

**5. Support to Management & Staff**:

- Assist managers in administrative tasks to improve efficiency.
- Provide clerical support for projects and departmental activities.
- Help with employee onboarding and training coordination.
- Serve as a link between management and staff for smooth communication.

**6. Financial & Administrative Support**:

- Assist with preparing invoices, expense reports, and petty cash handling.
- Track and reconcile office expenses within the approved budget.
- Support basic bookkeeping and financial record maintenance.
- Liaise with accounts team for vendor payments and reimbursements.

**7. Travel & Logistics Management**:

- Arrange domestic and international travel bookings (flights, hotels, transport).
- Prepare itineraries and ensure smooth travel arrangements.
- Handle logistics for events, meetings, and corporate functions.
- Process travel-related reimbursements.

**8. Meeting & Event Support**:

- Organize internal/external meetings, workshops, and conferences.
- Prepare meeting minutes, distribute notes, and track follow-ups.
- Coordinate catering, seating, and multimedia requirements.
- Support event planning and execution for company functions.

**9. Compliance & Policy Adherence**:

- Ensure all administrative activities comply with company policies.
- Assist in audits and regulatory reporting.
- Maintain confidentiality of sensitive documents and communications.
- Support HR or compliance teams with required documentation.

**10. Customer & Client Interaction**:

- Welcome visitors, clients, and stakeholders in a professional manner.
- Provide information and direct them to the appropriate department.
- Handle queries and escalate issues to the right person when necessary.
- Maintain good relationships with clients through effective communication.

**11. Technology & Systems Support**:

- Use office software such as MS Office, spreadsheets, and databases efficiently.
- Assist staff with basic IT issues or coordinate with IT support.
- Update and maintain company portals or management systems.
- Support digital filing and paperless initiatives.

**12. Project Assistance & Coordination**:

- Support managers in project planning, scheduling, and tracking progress.
- Collect, compile, and analyze information for project reports.
- Coordinate with cross-functional teams for smooth execution.
- Assist in research and data management related to projects.

**13. Team Collaboration & Support**:

- Collaborate with HR, Finance, and Operations teams for administrative tasks.
- Provide guidance to junior admin staff or interns.
- Assist in training sessions and workshops for employees.
- Encourage team efficiency by providing timely support.

**14. Ad-hoc & Miscellaneous Tasks**:

- Handle special tasks assigned by management.
- Assist with process improvements and workflow efficiency.
- Provide flexible support across departments as per organizational needs.
- Take initiative to identify and solve small operational issues.

**16. Human Resources Administrative Support**:

- Maintain employee records, attendance, and leave tracking.
- Assist in preparing contracts, letters, and HR documentation.
- Help organize training sessions and employee engagement programs.
- Support payroll processing by providing required documentation.

**17. Confidentiality & Professionalism**:

- Maintain strict confidentiality of sensitive company data.
- Handle executive-level communications with discretion.
- Ensure professionalism when dealing with internal and external stakeholders.
- Uphold the company’s image and reputation in every interaction.