Under the direct supervision of the HR Administration divisions the Admin Assistant will perform HR management, Receptionist and related administrative services; office correspondence and other essential duties in an efficient and professional manner. This Admin Assistant post serves the front desk all duties of company matters.
Detailed Duties & Responsibilities:
Keep up-dated staff attendances, oversee staffs signature on entrance;
Update & distribute Checklists of cleaners & security works of the office premises;
Facilitate communication of works & keeps data; Supervise Internal Notice Boards.
Receive/transfer telephone calls to the persons concerned, note them down in the register and take messages if necessary Arrange appointments;
Receives and assists visitors courteously; in answering queries and providing information,
Receives and sends fax messages and keeps tracking of it.
Photocopy and scan documents; Sort and file documents; Register, copy, dispatch and archive all incoming documents (letters faxes…).
Facilitate all HR/Admin Related payment within the agreed timeline.
Suggested & booked flights, Hotels for Managers, VIPs and guests; follow & ensures the service accordingly.
Draft internal and external correspondence letters as required,
Ensures urgent messages are followed up accordingly with the staff member concerned.
Establish tracking of incoming and outgoing letters that need response and report the status every week.
Tracks Visitors / guests, list and summarize the status weekly.
Manage the internal and external mail pockets including the post office and distribute them to the concerned personnel,
Initiate and follow up quarter procurement of office supplies and maintain available stock balance at all time,
Ensure incoming and outgoing letters are filed on the register book in sequential order and documented accordingly,
Maintain up to date record keeping and file of administrative works documents;
Prepares payroll for porters /labor workers, temporary workers and apply the request to finance DPT. With the pre approval of using department.
Collects branch / satellite Office staff timesheet and send to concerned division every month,
Establish supply, Update and receives Newspapers, Magazines subscriptions and distributes to the delegated department /employee promptly.
Carries out all types of mandatory reports as per the job division out lined among the staff of the department;
Performs any additional tasks as assigned by his/her supervisors.
Job Requirement
Job Requirements
Diploma/ BA degree in HR management, Public administration, ICT and other related fields.
3 years of relevant work experience for diploma holders or 1 year relevant work experience for BA degree holders.
Knowledge of visa processing, work permit and residential Id processing for foreigner employee is advantageous.