Administrative Assistant Job Description

• Job titles

• Designation: Administrative Assistant
• Department: Admin
• Reporting to: HR Operations Executive  
• Role: Support 
• Level: Level 2 – Executive 

• Job summary

• Responsible for administration of Organization offices.
• This role involves collaborating with various departments, managing office logistics, and contributing to the overall efficiency of the organization.

• Education / Experience

• Graduate in any stream with preference to Commerce.

• Work experience in a similar role preferred.

• Authorities

• The authority to communicate with resources in matters related to Organization administration.
• The authority to communicate with Customers as advised by Management from time to time.
• The authority to communicate with vendors as advised by Management from time to time.
• The authority to question the resources for any disciplinary violations noted.
• The authority to advise Senior Management in matters related to administrative tasks.

• Responsibilities

• Ensuring all administrative tasks is always kept up to date.
• Ensuring the employees relations are maintained well.

• Duties

• Keeping all Organization documentation standardised and updated.
• Assist in the overall coordination of office activities to ensure a well-organized and efficient workplace.
• Manage office facilities, including maintenance, cleanliness, and workspace organization.
• Assist in organizing venue logistics, catering, and other event-related tasks.
• Address administrative inquiries from employees.
• Arranging travel, travel documentation, travel claims, bills and related reports.
• Keeping track of office supplies, petty cash expenses, purchases, its related documentation and reports.
• Internal administration of office employees, attendance, leaves, joining familiarisation, grievances redressal and all related documentation.
• External administration of Customer relations as first point of contact for holidays, greetings, phone calls, Customer feedback and all related documentation.
• Assist accounts and Senior Management in improving the overall documentation, communication and performance of the Organization.
• Keeping abreast of latest statutory requirements for offices and Organization and suggesting implementation.

• Delegation of duties

• All matters related to external communications with Customers, will be delegated to Operations Director.
• All matters related to internal communication and follow up will be delegated to Asst. Accounts Manager.

• Skills

• Demonstrates curiosity and a willingness to explore new ideas and approaches.
• Ensure the effectiveness and consistency of documentation and reporting to ensure clarity, accuracy, and alignment with standards.
• Assess interpersonal dynamics, conflict triggers, to improve collaboration.
• Implement effective prioritization techniques and task management strategies to handle multiple responsibilities.