Administrative Coordinator
4 weeks ago
Purpose and Scope
The Administrative Assistant plays a crucial role in ensuring the smooth operation of the department, providing administrative support to the Manager or Director, and contributing to the achievement of business goals and objectives.
Key Responsibilities
1. General Administrative Duties
Perform a range of administrative tasks, including photocopying, fax transmission, mail and courier distribution, and maintaining stationery levels. Handle inquiries and coordinate work with other functions and parties within or outside the organization.
2. Documentation and Knowledge Management
Create, proofread, format, and distribute business correspondence, formal documentation, and spreadsheets. Set up and maintain documentation systems, catalog department-specific reporting and knowledge, and update web sites and virtual portals as required.
3. Data and Platform Maintenance
Perform data input activities using company systems, platforms, and software to ensure data integrity and adherence to company policies and procedures. Maintain tracking systems for the department as required.
4. Financial Management
Code invoices, prepare Purchase Orders, and liaise with Accounts Payables to ensure timely payments and avoid financial penalties. Manage and reconcile impress accounts and petty cash, and prepare expense reports for team members as required.
5. Travel Coordination and Time Management
Prepare travel arrangements, scheduling, and associated reporting to ensure internal coordination between functions is timely and effective.
Minimum Requirements
- Excellent command of the English language with particular attention to grammar and spelling
- Intermediate to advanced practical knowledge of MS Office Applications
- Solid knowledge of Adobe Acrobat
Core Competencies
- Excellent interpersonal skills
- Strong communication skills both verbal and written
- Strong time management and organizational skills
- Ability to prioritize and maintain focus
- Ability to adapt to changing plans and priorities
- Ability to work independently
- Ability to handle confidential information
- Result- and service oriented
- Proven proofreading skills
- Attention to detail
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