Administrative Assistant Civilink Engineering Designers Limited

JOB OPPORTUNITY AS AN ADMINISTRATIVE ASSISTANT

Job description

Administrative assistant Responsibilities

Include:

• Scheduling meetings and appointments
• Organizing the office layout and ordering stationery and equipment
• Maintaining the office condition and arranging necessary repairs

Job brief

We are looking for an Administrative assistant to organize and coordinate administration duties and office procedures. Your role is to create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication and safety.

Administrative assistant responsibilities include scheduling meetings and appointments, making office supplies arrangements, greeting visitors and providing general administrative support to our employees. Previous experience as a Front office manager or Office administrator would be an advantage. A successful Administrative assistant should also have experience with a variety of office software (email tools, spreadsheets and databases) and be able to accurately handle administrative duties.

Ultimately, the Administrative assistant should be able to ensure the smooth running of the office and help to improve company procedures and day-to-day operations.

Responsibilities

• Serve as the point person for Administrative assistant duties including:
  • Maintenance
  • Mailing
  • Supplies
  • Equipment
  • Bills
  • Errands
  • Shopping
• Schedule meetings and appointments
• Organize the office layout and order stationery and equipment
• Maintain the office condition and arrange necessary repairs
• Partner with HR to update and maintain office policies as necessary
• Organize office operations and procedures
• Ensure that all items are invoiced and paid on time
• Office G&A budget, ensure accurate and timely reporting
• Provide general support to visitors
• Assist in the onboarding process for new hires
• Address employees queries regarding office management issues (e.g. stationery, Hardware and travel arrangements)
• Liaise with facility management vendors, including cleaning, catering and security services
• Plan in-house or off-site activities, like parties, celebrations and conferences
• Manage basic office accounts and liaise with management accounts
• And other responsibilities
• Take meeting notes and prepare minutes
• Arrange and compile documentation for technical bidding documents
• Compile and type letters and reports on demand by the technical team

Requirements

• Proven experience as a Front office manager or Administrative assistant will be a plus
• Knowledge of office administrator responsibilities, systems and procedures
• Proficiency in MS Office (MS Excel and MS Outlook, in particular)
• Hands on experience with office machines (e.g. machines and printers)
• Familiarity with email scheduling tools, like Email Scheduler and Boomerang and Project
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills in a fast-paced environment
• A creative mind with an ability to suggest improvements
• High School degree; additional qualification as an Administrative assistant or Secretary will be a plus
• Diploma in Business Administration, Public Administration or Human resource management or equivalent
• Diploma in Accounts will be an added advantage