Admin Specialist

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.