Administration Assistant

An Administration Assistant plays a key role in supporting the daily operations of an office or organization. Here are some essential skills for an Administration Assistant:

1. Organizational Skills

1. Ability to manage multiple tasks and prioritize effectively.
2. Maintaining accurate records, filing systems, and databases.

2. Communication Skills

1. Strong written and verbal communication skills for interacting with clients, colleagues, and management.
2. Good listening skills to understand instructions and requests.

3. Time Management

1. Ability to work under pressure and meet deadlines.
2. Efficiently managing time and prioritizing tasks.

4. Customer Service

1. Helping clients or visitors in a professional and courteous manner.
2. Handling inquiries, scheduling appointments, and providing information as needed.

5. Data Entry and Documentation

1. Accurate data input and maintenance of spreadsheets, databases, and records.
2. Preparing reports, memos, and other documents.

6. Technology Skills

1. Proficiency with office software like Microsoft Office (Excel, Word, PowerPoint, etc.).
2. Knowledge of email management and calendar scheduling software.
3. Familiarity with office equipment such as photocopiers, scanners, and fax machines.

7. Attention to Detail

1. Ensuring documents are error-free, organized, and meet company standards.
2. Paying close attention to the small details, especially when processing data or completing administrative tasks.

8. Problem-Solving

1. Ability to identify issues and come up with solutions to resolve them efficiently.
2. Ability to think critically and handle unexpected situations calmly.

9. Confidentiality

1. Handling sensitive information with discretion.
2. Understanding privacy regulations and ensuring that confidential data is protected.

10. Teamwork

1. Working effectively with colleagues and supervisors in a collaborative environment.
2. Helping others with administrative tasks when needed.

11. Adaptability

1. Ability to adjust to new tasks, technologies, and work environments.
2. Willingness to learn and improve continuously.

To provide administrative and clerical support as and when required, including composing and editing correspondence/notices as directed and to carry out the administrative routine works. Assist with creating presentations, occupancy reports, move in/move out permits, standard responses. Monitoring and reporting on overall progress of work programs against the plans and forecasts. Production of the periodic progress reports as required by the department. Prepare annual leave schedules for the departments. Liaise with corporate Finance, I.T, Procurement, Vendors, FM, Security, and other service providers as required. Assist with monthly reports and surveys, creating notices, checking/closing emails and sales force cases. Maintain confidentiality in all aspects of client and staff information. Interact with staff, clients, suppliers, and visitors. Arrange/attend team meetings and produce subsequent minutes/actions. Raise Purchase Requests, maintain Purchase Request tracker, and follow up with the respective team.