Job description

The Admin Assistant is responsible for providing comprehensive administrative and office support to ensure the efficient operation of the organization. The role involves managing office administration, coordinating meetings and travel, handling documentation, maintaining records, supporting import and export processes, liaising with clients and suppliers, and assisting with financial and purchasing activities.

Key Responsibilities

• Welcome and assist visitors in a professional manner.
• Answer, screen, and direct incoming phone calls.
• Organize and schedule appointments, meetings, and calendars.
• Prepare meeting agendas and record detailed meeting minutes.
• Draft, edit, and distribute emails, letters, memos, and other correspondence.
• Prepare and compile regular reports and administrative documents.
• Develop, organize, and maintain filing systems for company records.
• Update and maintain office policies, procedures, and administrative documentation.
• Monitor and order office supplies while maintaining inventory levels.
• Research and identify potential suppliers, buyers, and business opportunities.
• Maintain and update client, supplier, and company contact databases.
• Arrange travel bookings, including flights, hotels, and transportation for managers and visitors.
• Prepare import and export documentation, including Certificates of Origin and coordination with Chambers of Commerce and inspection agencies.
• Submit and reconcile expense reports using accounting software.
• Serve as the primary point of contact for internal staff, external clients, suppliers, and service providers.
• Coordinate with executives and senior management to ensure smooth office operations.
• Liaise with banks and government authorities for administrative and business-related matters.
• Prepare Sales Contracts and Purchase Orders.
• Follow up on shipments, deliveries, payments, and order status with international suppliers and customers.
• Maintain petty cash records and assist with basic accounting and financial administration.
• Perform other administrative duties as assigned by management.

Office Hours: Monday to Saturday at our office in JLT, Saturday will be Hybrid can work from home.

Skills

Office Administration

Communication and Interpersonal Skills

Calendar and Schedule Management

Document Preparation and Record Keeping

Import & Export Documentation

Vendor and Client Coordination

Travel Coordination

Purchase Order and Sales Contract Administration

Basic Accounting and Petty Cash Management

Microsoft Office Suite

Time Management

Organizational Skills

Attention to Detail