Admin Assistant

Job Summary

The Administrative Assistant provides comprehensive administrative and front-office support to ensure the smooth and efficient operation of the office. The role serves as the first point of contact for visitors and stakeholders, manages reception activities, coordinates meetings and communications, maintains records and documentation, and supports office administration functions while delivering professional customer service and maintaining confidentiality.

Key Responsibilities

Reception & Front Office

• Serve as the first point of contact for visitors, clients, and stakeholders.
• Manage reception operations, including calls, emails, visitor registration, and front office presentation.
• Serve as an assistant to PACS Director and Managers.

Administrative Support

• Provide administrative support to management and departments.
• Coordinate calendars, meetings, travel arrangements, and office supplies.
• Prepare correspondence, reports, and other administrative documents.

Documentation & Records

• Maintain accurate electronic and physical filing systems.
• Manage office records, databases, and document archiving while ensuring confidentiality.

Meeting & Event Coordination

• Coordinate meetings and workshops.
• Prepare agendas, record meeting minutes, and follow up on action items.

Communication & Stakeholder Support

• Facilitate effective communication with internal and external stakeholders and manage all correspondences.
• Respond to enquiries and provide professional customer service.

Office Operations

• Monitor office supplies and support office administration, procurement, and courier/mail services.

Educational Qualification

• Bachelor’s degree in Sociology, Languages, Public Administration, or related field.

Preferred Skills and Experience

• Minimum 3 years experience in Administration, Reception, Office Management, Customer Service, or a similar role.
• Experience within an FMCG environment will be an added advantage.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience in data collection and report preparation.
• Knowledge of document and records management.
• Experience in meeting and event coordination.
• Knowledge of office administration procedures.

Required Skills and Competencies

• Strong communication and interpersonal skills.
• Relationship-building capability.
• Strong organizational and planning skills.
• Attention to detail and accuracy.
• Ability to prioritize and manage multiple tasks.
• Problem-solving skills.
• High level of integrity and confidentiality.
• Self-motivated and proactive approach.