Administrative Assistant

Main Tasks:

• Perform general administrative functions, including filing and scanning for document digitalization.
• Manage front desk operations and ensure professional guest reception experience.
• Answer and direct all incoming and outgoing telephone calls in a courteous and appropriate manner.
• Monitor entrance authorization for staff and visitors to maintain office security.
• Greet and welcome guests/visitors promptly upon arrival.
• Assist in planning and coordinating conference calls and meetings, including booking records.
• Prepare dispatch clerk activities, distribute incoming mail (open and sort) and couriers to respective personnel.
• Arrange and monitor outgoing mail, record franking machine usage, and manage postal arrangements.
• Scan and disseminate letters/documents accurately and in a timely manner to the appropriate person in charge.
• Handle purchasing and receiving of office supplies and equipment, maintain service contracts for office equipment.
• Prepare and return stationery for new and resigned staff.
• Manage and control stock of office supplies (e.g., stationery).
• Follow up on requests or complaints related to office minor repairs and maintenance.
• Ensure the office environment is maintained in good condition.
• Assist in updating staff planning records.
• Manage any other tasks or clerical duties requested by the immediate superior from time to time.

Education:

• Diploma in any discipline.

Requirements:

• Attention to details, and ability in problem solving.
• Pro-actively seeking new ideas/methods to improve efficiency.
• Good team player, able to communication and work well with other colleagues.
• Efficient time management, able to prioritize tasks and follow through without missing deadlines.
• Good command in English. Knowledge of other languages is an advantage.
• IT savvy and good knowledge about Microsoft Office, such as Word, PowerPoint, Excel etc.