ADMIN STAFF

JOB DESCRIPTION: ADMINISTRATIVE STAFF

Job Summary

The Administrative Staff member is responsible for providing essential daily clerical, secretarial, and operational support to ensure the smooth running of the office. Working under the supervision of an Admin Manager or Officer, this professional handles frontline communications, maintains organized data records, assists with document preparation, and manages office inventory. The primary objective is to maintain an organized, welcoming workplace environment and complete routine tasks with high accuracy and speed.

Core Duties and Responsibilities

Clerical Support & Record Keeping

• Data Entry & Encoding: Input and update company data—such as client logs, transaction records, and inventory metrics—into Microsoft Excel spreadsheets or internal database software.
• Filing & Archiving: Maintain, sort, and organize both physical filing cabinets and cloud-based digital folders (e.g., Google Drive, OneDrive) for quick retrieval.
• Document Processing: Print, scan, photocopy, and sort official business files, contracts, permits, and application forms.

Frontline Communication & Desk Reception

• Inquiry Handling: Answer incoming phone calls and respond to general email inquiries professionally, routing important messages to the correct department or manager.
• Visitor Welcoming: Greet arriving clients, vendors, and guests, directing them to the appropriate meeting rooms and notifying host employees.
• Mail & Courier Coordination: Receive, log, and distribute incoming letters and packages; coordinate outgoing shipments with third-party courier services.

Office Inventory & Supplies Management

• Stock Monitoring: Conduct regular counts of office stationery, printing supplies, and pantry items to track usage and prevent shortages.
• Requisition Assistance: Draft purchase requests for office supplies, coordinate with approved vendors for deliveries, and inspect incoming stock for quality.
• Equipment Upkeep: Monitor the condition of office machines (like printers and copiers) and report mechanical issues to the maintenance team or technical vendors.

Scheduling & Meeting Assistance

• Calendar Booking: Assist in booking internal conference rooms and scheduling routine office appointments, team meetings, or corporate interviews.
• Meeting Preparation: Arrange meeting spaces, ensure visual/audio equipment is set up, and take down clear notes or meeting minutes when requested by supervisors.

Job Qualifications and Requirements

• Education: Graduate of any Bachelor's degree (Business Administration, Office Management, Communications) or a High School / Vocational graduate with relevant clerical experience.
• Experience: 0 to 2+ years of experience in an entry-level administrative, clerical, or data-entry role (Fresh graduates are highly welcomed in this position).
• Technical Skills:
• Good proficiency in core office applications (Microsoft Word, Excel or Google Docs, Sheets).
• Fast and accurate typing/keyboarding skills.
• Familiarity with standard office machinery (scanners, printers, multi-line switchboards).
• Core Competencies: Strong organization skills, sharp attention to detail, a polite and professional demeanor, and reliable time management.