Admin Assistant

Core Responsibilities

1. Reception and Visitor Assistance
   
   
   
   • Welcome and assist visitors, ensuring they are directed to the appropriate person or department in a professional manner.
   
   
   • Manage and operate the reception area efficiently, including answering, screening, and directing phone calls.
   
   
   • Handle general inquiries and provide accurate information to clients and visitors.
   
   
   • Ensure all visitors sign in and out and maintain a secure environment.
   
   
   • Provide refreshments to visitors as needed and ensure their comfort.
   
   
   • Assist in organizing company events and meetings, including preparing meeting rooms and coordinating logistics.
   
   
   
   


2. General Administrative Tasks
   
   
   
   • Perform a variety of administrative duties such as filing, typing, copying, binding, and scanning documents.
   
   
   • Draft and send letters, emails, and other correspondence to clients and agencies.
   
   
   • Maintain and manage office supplies inventory by regularly checking stock levels and placing orders to ensure timely replenishment.
   
   
   
   


3. Document Organization and Filing
   
   
   
   • Organize and maintain the filing system for important and confidential company documents, ensuring they are filed and stored appropriately for easy retrieval.
   
   
   • Ensure all company documents are up-to-date and properly categorized.
   
   
   • Retrieve files and documents as requested by employees and management, maintaining a system of easy access and tracking.
   
   
   
   


4. Renewal of Company Documents and Licenses
   
   
   
   • Assist in the timely renewal of company documents and licenses by keeping track of renewal dates and ensuring all required submissions are made on time.
   
   
   • Coordinate with relevant authorities and departments to facilitate the renewal process and resolve any issues that may arise.
   
   
   • Maintain records of all renewals and ensure that all licenses and documents are current and compliant with regulations.
   
   
   
   

Other Responsibilities

• Perform additional tasks as required to support the administration department and the organization.

Qualifications

• Proven administrative or assistant experience, preferably in a corporate or professional environment.


• Graduate of any 4-year business course or at least college level.


• At least 2 years of experience in a related role; experience in the construction industry is an advantage.


• Excellent written and verbal communication skills.


• Ability to establish and maintain effective working relationships with clients, colleagues, and external partners.


• Highly organized with strong attention to detail and problem-solving skills.


• Proficiency in Microsoft applications including Word, Excel, and Outlook.


• Knowledge of office management systems and procedures.


• Ability to work independently with minimal supervision.


• Knowledge of basic accounting principles (VAT, withholding tax, billing, receipts, etc.) is a plus.

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