1. Key Responsibilities

· Leadership & Supervision: Supervise junior administrative staff, provide guidance, assign tasks, and ensure smooth workflow across departments.

· Executive Support: Assist senior leadership with managing their schedules, travel arrangements, meetings, and correspondences. Prepare reports, presentations, and other materials as needed.

· Project Coordination: Manage key administrative projects and processes, ensuring deadlines are met and deliverables are achieved.

· Advanced Office Management: Oversee office functions such as inventory management, vendor relations, and office equipment maintenance. Ensure the office environment is organized and efficient.

· Strategic Communication: Act as a liaison between departments, management, and external stakeholders. Handle confidential or sensitive information with discretion and professionalism.

· Document & File Management: Oversee the preparation, organization, and filing of documentation, including contracts, financial records, and other sensitive data.

· Process Improvement: Identify areas for improvement in administrative processes, implement best practices, and optimize workflows to enhance overall efficiency.

· Carry out tasks that support the smooth and efficient operation of the company, including duties not specifically listed in this description but reasonably related to the role.

· Demonstrate professionalism, punctuality, and a cooperative attitude toward supervisors, peers, and clients.

· Promptly report issues, risks, or unusual occurrences to the supervisor or management.

· Provide assistance to colleagues and other departments when needed, fostering teamwork and a collaborative environment.

2. Key Results Area (KRAs)

· Ensure that junior administrative staff are effectively supervised, well-guided, and able to meet deadlines.

· Maintain safe, secure, and well-functioning office facilities at all times. Ensure preventive and corrective maintenance schedules are executed without delay.

· Number of tasks completed outside the specific job description, yet essential for business continuity.

· Support business continuity by handling critical tasks outside the standard JD when required and adapting quickly to new priorities.

· Ensure that all documentation, including contracts, financial records, and sensitive data, is accurately prepared, organized, and filed.

· Identify inefficiencies in administrative processes and recommend or implement improvements to optimize workflows.

· Ability to quickly adapt to new tasks or responsibilities as the needs of the business change.

3. · Qualifications and Experience

· Bachelor's degree in Business Administration, Office Management or any related field.

· With at least 1 year of progressively responsible experience in Administrative support, office coordination or executive assistance roles.

· Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

· Strong reporting and documentation skills (data entry, formatting, templates).

· Excellent communication and interpersonal skills.

· Time management and ability to handle multiple tasks.

· Ability to train or mentor junior administrative staff.

4. Key Competencies and Skills

· Ability to manage multiple priorities and tasks efficiently.

· Ensures timely delivery of reports, projects, and administrative duties

· Accuracy in preparing reports, documents, and data entry

· Strong verbal and written communication for internal and external correspondence.

· Capable of drafting high-quality reports, meeting minutes, memos, and presentations.

· Assists with budget tracking, purchase orders, and expense reconciliations.

· Contributes positively to team morale and supports team goals.

Admin Specialist

Admin Specialist