Admin Associate

Job Summary

As an Admin Associate, you'll play an important role in keeping our day-to-day operations running smoothly. You'll work closely with different departments, helping manage documents, coordinate with suppliers, support office operations, and ensure administrative tasks are completed efficiently. If you're someone who enjoys staying organized, solving problems, and working with people, we'd love to have you on our team.

Key Responsibilities1. Administrative Support

• Provide day-to-day administrative support to different departments.
• Schedule meetings, prepare meeting minutes, and assist with presentations when needed.
• Organize and maintain company files, contracts, and other important documents.
• Handle general office correspondence and administrative requests.

2. Office Operations

• Help ensure the office is well-maintained and operating smoothly.
• Coordinate with building management, suppliers, and service providers for office-related concerns.
• Monitor office equipment and report maintenance issues when necessary.
• Assist in keeping the workplace organized and functional.

3. Procurement & Supplier Coordination

• Request quotations and coordinate purchases for office supplies and operational needs.
• Prepare purchase requests and supporting documents.
• Follow up with suppliers regarding deliveries and pending requests.
• Maintain updated records of accredited suppliers and purchases.

4. Inventory & Asset Management

• Monitor office supplies and company assets.
• Keep inventory records updated and recommend replenishment when needed.
• Assist in the proper issuance and tracking of office equipment and supplies.

5. Documentation & Records Management

• Ensure company records are complete, organized, and easy to retrieve.
• Maintain both physical and digital filing systems.
• Prepare documents required for internal and external transactions.
• Handle confidential information with professionalism and discretion.

6. Coordination & Follow-ups

• Coordinate administrative requirements with different departments.
• Follow up on pending approvals, requests, and documentation.
• Help keep projects and administrative processes moving by ensuring deadlines are met.

7. Reports & Data Management

• Update administrative trackers and databases.
• Assist in preparing reports, summaries, and other documentation for management.
• Ensure records are accurate and updated.

8. Company Activities & Events

• Provide administrative support for company meetings, trainings, and events.
• Help prepare materials and coordinate logistics when needed.
• Assist during company activities to ensure everything runs smoothly.

9. Other Responsibilities

• Take on other administrative and operational tasks as assigned by the immediate supervisor.

What We're Looking For

• Bachelor's degree in Business Administration, Office Administration, Management, or a related course.
• At least 2 years of experience in an administrative or office support role.
• Organized, detail-oriented, and able to manage multiple tasks.
• Strong communication and coordination skills.
• Proficient in Microsoft Office and Google Workspace.
• Comfortable working with different teams and external suppliers.
• Able to work independently while being a reliable team player.
• Someone who takes initiative and enjoys finding ways to improve processes.