Responsible for the coordination and implementation of office procedures; might have the responsibility for specific tasks.
Responsibilities:
Coordinating with various entities
- Contacting other departments, entities, clients, employees (as appropriate) to discuss issues/cases.
- Documenting appropriate information and discussing them with superiors.
- Following up on the progression of pending matters.
- Providing relevant information in consultation with the superiors.
Executing administration related activities in the department
- Answering telephone calls, transferring calls to the appropriate parties and taking down requests for appointments.
- Liaising with the facility staff.
- Managing office equipment, including postage machine, printers, fax, photocopier, conference phone and projector and ensuring that of them are in working condition.
- Ensuring office supplies are adequately maintained.
- Providing assistance for activities such as coordination between various departments, reviewing reports, conducting studies and correspondence.
Supporting the smooth execution of meeting and appointments
- Maintaining internal schedules.
- Facilitating meeting and appointment participations.
- Coordinating administrative support for meetings.
- Undertaking follow-up actions for meeting coordination.
Managing the filing system in the department
- Arranging a proper filing system for correspondences received or sent from the department.
- Developing, modifying, and maintaining any other data bases related to own departmental activities as assigned.
- Preparing worksheets and charts as directed.
Maintaining client service standards
- Responding to verbal and written inquiries in a timely manner.
Contributing to team effort
- Participating in team efforts as required time to time.
- Collaborating with other members of the team to carry out work smoothly.
Qualifications:
Qualifications
Required:
Bachelor's degree or equivalent in Business Administration or relevant field OR
Diploma in relevant field with 3 years of additional experience
Desired:
Master's degree or equivalent in English language or relevant field