Administrative Assistant

Job Summary

The Administrative Assistant provides comprehensive administrative and operational support to ensure the efficient day-to-day functioning of the office. The role combines administrative coordination, receptionist duties, logistics and fleet support, and direct assistance to the Operations and Projects Managers. The position requires strong organizational skills, attention to detail, and the ability to manage multiple tasks while maintaining high standards of professionalism, confidentiality, and service.

Key Responsibilities

• Manage and organize office files, records, and documentation (physical and electronic), including maintaining company legal documents and related trackers.

• Handle all incoming and outgoing correspondence, including emails, phone calls, and letters.
• Prepare administrative reports, memos, letters, and presentations, including reports such as monthly fuel consumption, fleet utilization, office expenses, attendance summaries, procurement tracking, and other administrative KPIs.
• Coordinate meetings, appointments, and calendars for management and support the Operations and Projects Managers in scheduling and follow-ups.
• Provide direct administrative support to the Operations Manager, including follow-up on tasks, tracking operational activities, and ensuring timely execution of assignments.
• Arrange travel bookings, accommodations, and related logistics.
• Monitor office supplies, ensure timely replenishment, and handle procurement activities for office needs.
• Ensure proper functioning, maintenance, and servicing of office equipment.
• Initiate and follow up on approval requests through Odoo or other company systems.
• Ensure compliance with company policies and administrative procedures.
• Assist in improving and implementing administrative processes and systems.
• Attend to HR administrative tasks including but not limited to TSheets, Attendance, staff files, onboarding, offboarding, tickets, recruitment, and other main functions as needed..
• Handle confidential information with integrity and discretion.
• Manage office logistics, including coordination of deliveries and shipments.
• Oversee fleet management activities, including vehicle tracking, maintenance scheduling, fuel monitoring, and documentation.
• Organize and coordinate company events, meetings, and training sessions (including logistics, venues, and materials).
• Perform receptionist duties, including welcoming visitors and clients in a professional manner, managing the reception area, and handling front-desk inquiries.
• Monitor and supervise the cleaning team to ensure office cleanliness, hygiene standards, and proper maintenance of premises.

• Support general office operations and handle ad-hoc administrative tasks as required.
  
  

Qualifications, Skills & Requirements:

• 3-5 years of experience in an administrative or similar role.
• Bachelor’s degree in Business Administration or a related field.