Job Description

The admin assistant is responsible for overseeing administrative, procurement, marketing and activities, while ensuring smooth daily operations and providing strong support to the projects and operations departments. This role includes managing office resources, coordinating cross-departmental communication, attending and documenting meetings, and ensuring efficient execution of administrative, procurement, and operational tasks.

Key Responsibilities:

Office & Administrative Management

• Oversee day-to-day office operations, ensuring a well-organized and professional work environment.

• Provide comprehensive administrative support, including calendar management, correspondence, and document preparation.

• Organize and maintain records, databases, and filing systems.

• Supervise office supplies and equipment, ensuring they are stocked, serviced, and fully functional.

• Manage vendor relationships related to office administration and services.

• Lead procurement activities, including vendor sourcing, purchase orders, contract management, and budget tracking.
  Attend meetings, prepare agendas, record accurate minutes, and ensure timely follow-up on action items.

• Schedule, organize, and facilitate internal and external meetings and workshops.

• Arrange business travel and accommodation for staff when required.

• Assist in planning and executing projects, monitoring progress, and preparing reports for management.

• Support onboarding and orientation of new team members, ensuring smooth integration.

• Process expense reports, invoices, and other financial documentation.

Qualifications:

• Bachelor’s degree in Business Administration, Office Management, or a related field (preferred).

• 3–5 years of progressive experience in office management, administration, or procurement, ideally within a technical or project-based environment.

• Proficiency in Salesforce (required).

• Strong leadership, organizational, and time management skills.

• Excellent written and verbal communication skills in English.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant tools.

• Proven ability to capture and distribute accurate meeting minutes and follow up on action points.

• High level of discretion, professionalism, and adaptability in a fast-paced environment.