is broad, focusing on ensuring smooth and efficient office operations and providing comprehensive support to management and various departments. Their duties are crucial for overall productivity, allowing senior staff to focus on strategic tasks.
Core Job Scopes
Office Management & Operations:
Overseeing the daily running of the office, managing facilities, handling maintenance requests, and ensuring a safe and efficient workplace.
Administrative Support:
Managing general clerical tasks such as answering phones, handling correspondence (emails, letters), organizing and maintaining physical and electronic filing systems, and data entry.
Scheduling & Coordination:
Managing complex calendars, scheduling appointments and meetings, and coordinating travel arrangements and itineraries for executives and staff.
Documentation & Reporting:
Preparing, editing, and distributing documents, reports, presentations, and meeting minutes.
Inventory & Procurement:
Monitoring and managing office supplies and inventory, placing orders, tracking deliveries, and overseeing purchasing requests.
Financial & HR Assistance:
Assisting with basic accounting tasks like processing claims and invoices, monitoring expenses, and collaborating with the HR department on employee records, attendance, and onboarding new staff.
Liaison & Communication:
Serving as the main point of contact for internal and external stakeholders, vendors, and clients, fostering effective communication.
Key Skills Required
To excel in this role, specific skills are essential:
Strong Organizational Skills:
The ability to multitask, prioritize tasks, and manage time effectively to meet deadlines in a fast-paced environment.
Communication Skills:
Excellent written and verbal communication skills for interacting professionally with people at all levels.
Technical Proficiency:
Mastery of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with office management software, project management tools, or other industry-specific software.
Attention to Detail:
Meticulousness is vital for accuracy in documentation, record-keeping, and financial tasks.
Problem-Solving & Proactivity:
The ability to anticipate needs, identify issues, and develop practical solutions to challenges as they arise.
Confidentiality:
Discretion is crucial for handling sensitive company and employee information.
Soft Skill requirements:-