Administrative Assistant

About the role

This is an administrative support position providing comprehensive office and HR operations support, including documentation management, supply and inventory oversight, facilities coordination, travel logistics, compliance support, and executive assistance to the Managing Director.

Key responsibilities

• Prepare, file, and manage accurate office documents, reports, and records within set deadlines. Maintain efficient digital data management systems.
• Monitor office and utility supplies regularly to maintain stock levels. Submit purchase requests proactively when items are unavailable or running low to prevent stockouts.
• Maintain updated inventories of office equipment and facilities. Promptly coordinate repairs, maintenance, and facility upkeep, ensuring that any facility or asset concerns are brought up to management and actively monitored until resolved.
• Book flights, accommodations, and car rentals while handling itinerary logistics for staff travel promptly and accurately.
• Provide administrative and documentation support for the renewal and maintenance of government permits, business licenses, and clearances.
• Provide assistance with general, non-confidential HR activities, such as coordinating employee onboarding logistics, organizing company events, etc.
• Oversee workspace cleanliness, coordinate with cleaning personnel, and ensure an orderly office environment.
• Monitor and maintain account balances for RFID tolls (Easytrip and Autosweep) for company-owned vehicles, and assist with the application, processing, and oversight of fleet cards for fuel refilling.
• Promptly address internal administrative requests with courtesy and professionalism. Assist executive management and perform other related administrative duties as assigned.

About you

• Bachelor's degree in Business Administration, Human Resource Management, Psychology, or a related field.
• Minimum of 3 years of experience in administrative support and general office/HR operations.
• High proficiency in Google Workspace (Google Sheet, Google Docs, Google Slide) AND/OR MS Office (Word, Excel, PowerPoint) and familiar with digital office/HR systems.
• Sound understanding of basic HR functions, administrative compliance, and government permitting processes.
• Exceptional organizational, communication, and time-management skills.
• Strong focus on accuracy, confidentiality, and reliability.
• High attention to detail with minimal error rate.
• Takes initiative to improve office processes and solve problems independently.
• Demonstrates strong work ethics, dependability, and positive teamwork.