Office Administrator

Job Description

Company Introduction

Job Responsibilities and Duties

• Provide comprehensive administrative support by managing phone calls, emails, and other correspondence, ensuring seamless communication within the office;
• Maintain organized office records, databases, and filing systems, ensuring accuracy, confidentiality, and easy access to information;
• Coordinate and schedule meetings, manage calendars, and prepare relevant documentation for all internal and external meetings;
• Draft, edit, and proofread a wide range of documents, including reports, presentations, and internal communications, maintaining high standards of quality;
• Uphold a professional tone and consistent style in all written communication, ensuring clarity and precision;
• Ensure adherence to office policies, procedures, and operational standards, contributing to overall productivity and operational efficiency;
• Leverage office software tools and technology to enhance and streamline administrative processes and workflows;
• Stay informed about current industry trends, best practices, and regulatory requirements related to administrative functions;
• Provide document management support, including handling contracts, financial records, and employee documentation;
• Assist with financial tasks such as petty cash management, processing invoices, and preparing quotations;
• Collaborate with the finance team to ensure accurate financial records and reporting;
• Offer administrative assistance across various departments to support overall organizational needs;
• Take on any additional responsibilities or tasks necessary to ensure the smooth operation of office activities.

Experience

• Hold a high school diploma or equivalent qualification; additional certifications in office administration or management will be considered an advantage;
• At least 1 year of experience in an administrative position or a combination of relevant education and practical experience;
• Strong proficiency in using Microsoft Office applications (Word, Excel, Outlook), Adobe, and document management systems;
• An ECDL (European Computer Driving License) or similar IT certification is beneficial;
• Basic understanding of AutoCAD software is a plus.

Personal Skills

• Exceptional ability to handle multiple tasks simultaneously and prioritize administrative responsibilities;
• Strong attention to detail with a commitment to ensuring accuracy in all records;
• Excellent communication skills, both verbal and written;
• Professional interaction with colleagues, clients, and external partners;
• Proven ability to maintain confidentiality and establish trust with both employees and clients;
• Quick to adapt to new office technologies and procedures;
• Proactive in identifying administrative challenges and finding effective solutions;
• Comfortable working both independently and as part of a team.