Department Assistant

We are looking for a proactive and well-organized Department Assistant to support the Head of Department (HoD) in day-to-day administrative and coordination activities. The ideal candidate should have strong MS Excel, MS Word and PowerPoint skills, excellent communication abilities, and the ability to manage departmental records and reports efficiently.

Key Responsibilities

• Maintain and regularly update department records in MS Excel, including man-hours, project hours, timesheets and leave records.
• Track and monitor daily departmental activities.
• Prepare and maintain weekly progress reports using MS Word.
• Prepare and update team resource/manpower charts.
• Coordinate and provide interview feedback to the HR department.
• Liaise with HR on recruitment and other departmental requirements.
• Support the HoD in various administrative and coordination activities.
• Identify opportunities for process improvements and proactively suggest solutions.
• Prepare presentations, reports and other documents as required.
• Ensure departmental data and records are accurate and up to date.

Required Skills

• Advanced MS Excel Pivot Tables, VLOOKUP/XLOOKUP, lookups, data analysis and reporting.
• MS Word – professional document preparation and reporting.
• MS PowerPoint – presentations and management reports.
• Excellent verbal and written communication skills.
• Strong coordination and interpersonal skills.
• Good organizational and time-management skills.
• Ability to work effectively as a team player.
• Proactive attitude with a strong willingness to improve processes.

Experience

• Minimum 3 years of experience in MS Excel at a professional level.
• Minimum 3 years of experience in MS Word.
• Experience in departmental/project administration, reporting, manpower tracking or coordination will be an advantage.
• Power BI knowledge is desirable.