Administration Assistant

Roles and responsibilities

An Administration Assistant plays a key role in supporting the daily operations of an office or organization. Here are some essential skills for an Administration Assistant:

1. Organizational Skills

• Ability to manage multiple tasks and prioritize effectively.
• Maintaining accurate records, filing systems, and databases.

2. Communication Skills

• Strong written and verbal communication skills for interacting with clients, colleagues, and management.
• Good listening skills to understand instructions and requests.

3. Time Management

• Ability to work under pressure and meet deadlines.
• Efficiently managing time and prioritizing tasks.

4. Customer Service

• Helping clients or visitors in a professional and courteous manner.
• Handling inquiries, scheduling appointments, and providing information as needed.

5. Data Entry and Documentation

• Accurate data input and maintenance of spreadsheets, databases, and records.
• Preparing reports, memos, and other documents.

6. Technology Skills

• Proficiency with office software like Microsoft Office (Excel, Word, PowerPoint, etc.).
• Knowledge of email management and calendar scheduling software.
• Familiarity with office equipment such as photocopiers, scanners, and fax machines.

7. Attention to Detail

• Ensuring documents are error-free, organized, and meet company standards.
• Paying close attention to the small details, especially when processing data or completing administrative tasks.

8. Problem-Solving

• Ability to identify issues and come up with solutions to resolve them efficiently.
• Ability to think critically and handle unexpected situations calmly.

9. Confidentiality

• Handling sensitive information with discretion.
• Understanding privacy regulations and ensuring that confidential data is protected.

10. Teamwork

• Working effectively with colleagues and supervisors in a collaborative environment.
• Helping others with administrative tasks when needed.

11. Adaptability

• Ability to adjust to new tasks, technologies, and work environments.
• Willingness to learn and improve continuously.

Desired candidate profile

• To provide administrative and clerical support as and when required, including composing and editing Correspondence/Notices as directed and to carry out the administrative routine works.
• Assist with creating presentations, occupancy reports, move in/move out permits, standard responses.
• Monitoring and reporting on overall progress of work programs against the plans and forecasts.
• Production of the periodic progress reports as required by the department.
• Prepare annual leave schedules for the departments.
• Liaise with corporate Finance, I.T, Procurement, Vendors, FM, Security, other service providers as required.
• Assist with monthly reports and surveys, creating notices, checking/closing emails and sales force cases.
• Maintain confidentiality in all aspects of client and staff information.
• Interact with staff, clients, suppliers and visitors.
• Arrange / attend team meetings and produce subsequent minutes / actions.
• Raise Purchase Requests, maintain Purchase Request tracker and follow up with respective team.