Job Description

Roles & Responsibilities :-

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1. Office Administration & Coordination

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Manage day-to-day office operations and ensure smooth workflow. Maintain office supplies inventory and place orders when required. Coordinate with vendors, service providers, and contractors. Organize and maintain a clean, efficient, and professional work environment.

2. Communication & Correspondence

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Answer and direct phone calls, emails, and messages promptly. Draft, proofread, and distribute letters, memos, and notices. Act as the first point of contact for internal staff and external clients. Relay accurate information between departments and management.

3. Scheduling & Calendar Management

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Maintain schedules, appointments, and meetings for managers and executives. Coordinate meeting rooms, prepare agendas, and arrange necessary equipment. Send reminders and follow up on action points. Support event planning such as workshops, training, or company activities.

4. Documentation & Record Keeping

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Maintain organized filing systems (both digital and physical). Ensure proper storage of confidential and sensitive information. Prepare reports, presentations, and spreadsheets when required. Update databases, records, and logs regularly.

5. Support to Management & Staff

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Assist managers in administrative tasks to improve efficiency. Provide clerical support for projects and departmental activities. Help with employee onboarding and training coordination. Serve as a link between management and staff for smooth communication.

6. Financial & Administrative Support

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Assist with preparing invoices, expense reports, and petty cash handling. Track and reconcile office expenses within the approved budget. Support basic bookkeeping and financial record maintenance. Liaise with accounts team for vendor payments and reimbursements.

7. Travel & Logistics Management

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Arrange domestic and international travel bookings (flights, hotels, transport). Prepare itineraries and ensure smooth travel arrangements. Handle logistics for events, meetings, and corporate functions. Process travel-related reimbursements.

8. Meeting & Event Support

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Organize internal/external meetings, workshops, and conferences. Prepare meeting minutes, distribute notes, and track follow-ups. Coordinate catering, seating, and multimedia requirements. Support event planning and execution for company functions.

9. Compliance & Policy Adherence

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Ensure all administrative activities comply with company policies. Assist in audits and regulatory reporting. Maintain confidentiality of sensitive documents and communications. Support HR or compliance teams with required documentation.

10. Customer & Client Interaction

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Welcome visitors, clients, and stakeholders in a professional manner. Provide information and direct them to the appropriate department. Handle queries and escalate issues to the right person when necessary. Maintain good relationships with clients through effective communication.

11. Technology & Systems Support

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Use office software such as MS Office, spreadsheets, and databases efficiently. Assist staff with basic IT issues or coordinate with IT support. Update and maintain company portals or management systems. Support digital filing and paperless initiatives.

12. Project Assistance & Coordination

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Support managers in project planning, scheduling, and tracking progress. Collect, compile, and analyze information for project reports. Coordinate with cross-functional teams for smooth execution. Assist in research and data management related to projects.

13. Team Collaboration & Support

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Collaborate with HR, Finance, and Operations teams for administrative tasks. Provide guidance to junior admin staff or interns. Assist in training sessions and workshops for employees. Encourage team efficiency by providing timely support.

14. Ad-hoc & Miscellaneous Tasks

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Handle special tasks assigned by management. Assist with process improvements and workflow efficiency. Provide flexible support across departments as per organizational needs. Take initiative to identify and solve small operational issues.

16. Human Resources Administrative Support

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Maintain employee records, attendance, and leave tracking. Assist in preparing contracts, letters, and HR documentation. Help organize training sessions and employee engagement programs. Support payroll processing by providing required documentation.

17. Confidentiality & Professionalism

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Maintain strict confidentiality of sensitive company data. Handle executive-level communications with discretion. Ensure professionalism when dealing with internal and external stakeholders. * Uphold the company's image and reputation in every interaction.