Job Description – Administrative Assistant
Role Summary
We are seeking an Administrative Assistant with at least 1 year experience in the respective field to manage the office, supervise staff and handle duties for upper management. We are looking for an individual who is efficient and comfortable being a member of a team.
The ability to multi-task, while maintaining complex schedules and managing administrative support, is essential in this position.
The ideal candidate for this job is resourceful, a good problem solver and organized. Assuring a steady completion of workload in a timely manner is key to success in this position. This is a wonderful opportunity to develop your career in administration and gain exposure by handling various administrative duties. Position and compensation shall be commensurate with their qualification and experience.
Key Responsibilities
i. Administrative and Office Management
· Provides administrative assistance to the Human Resources team in recruitment and employee-related activities.
· Manages day-to-day administrative activities, maintains office records, coordinates office supplies, and ensures the smooth functioning of office operations.
· Ensuring a clean, safe, and professional office environment for employees and visitors.
ii. Front Office and Visitor Management
· Welcomes visitors, handles incoming calls and emails, maintains the visitor register, and ensures a professional front-office experience.
iii. Data Entry and Database Management
· Accurately enters, updates, and maintains data in spreadsheets, HR systems, and company databases, ensuring data accuracy and confidentiality.
iv. Coordination and Communication
· Manages internal and external communication to ensure timely information flow and efficient document handling.
· Coordinates with employees, departments, vendors, and management to facilitate smooth communication, schedule meetings, and follow up on pending tasks.
v. Office Asset and Inventory Management
· Monitors office stationery, pantry supplies, and other administrative assets, maintains inventory records, and coordinates procurement when required.
vi. Meeting and Calendar Coordination
· Schedules meetings, prepares meeting rooms, maintains calendars, circulates meeting invitations, and records meeting minutes when necessary.
vii. Vendor and Service provider coordination
· Coordinates with external vendors and service providers for office maintenance, equipment servicing, internet, housekeeping, and other administrative requirements.
viii. Attendance and Muster Roll Management
· Maintains the daily muster roll accurately by recording employee attendance, ensuring completeness of records, and keeping attendance registers updated for payroll and compliance purposes.
ix. Leave Management and HRIS updates
· Records and updates employee leave details in the HR software, ensuring leave balances are accurately maintained and all leave entries are processed in a timely manner.
x. Assets and Resource Tracking
· Maintains records of office assets, monitors asset allocation, coordinates repairs, and supports periodic asset verification activities.
Required Skills and Qualifications
· Diploma or bachelor’s degree in business administration, Commerce, Management, Computer Applications, or a related field.
· Candidates with 1-2 years of experience in Administration, Front office, or Office support are preferred.
· Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook).
· Familiarity with data entry, document management, and record-keeping.
· Basic knowledge of office equipment such as printers, scanners, photocopiers, and fax machines.
· Experience using HRMS/ERP software or attendance management systems is an added advantage.
· Good typing speed with a high level of accuracy.
· Excellent verbal and written communication skills.
· Strong organizational and time management abilities.
· Attention to detail and accuracy in maintaining records and documentation.
· Ability to multitask and prioritize work effectively.
· Good interpersonal and customer service skills.
· Problem-solving and coordination abilities.
· Ability to maintain confidentiality of company and employee information.
Benefits:
- Health insurance
- Provident Fund
Work Location: In person
