Full-Time ADMINISTRATIVE ASSISTANT
Job Description
Objective of the Position: Administrative Assistant duties and responsibilities include providing administrative support to ensure efficient operation of the office. Supports managers and employees through a variety of tasks related to organization and communication. Responsible for confidential and time sensitive material. Familiar with a variety of the field’s concepts, practices and procedures. Ability to effectively communicate via phone and email ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner. May direct and lead the work of others. Rely on experience and judgment to plan and accomplish goals and a wide degree of creativity and latitude is expected. Typically reports to a manager or head of a unit/ department.
This is a Part-time position. Starting immediately.
Job Status: This role is exempted from Overtime.
Reports to: Branch Manager
Roles and Responsibilities
- Sell and invoice to office customers
- Produce a daily sales and financial report
- Keep an updated record of the petty cash and provide a weekly report
- Keep a record of the empty bottle collection and produce a weekly report on the bottle management including the payment report
- Banking
- Check and approve deliveries
- Manage and update office supplies stock
- Provide statement to client and have a clear record of payment
- Organize and schedule meetings and appointments
- Maintain contact lists
- Produce and distribute correspondence memos, letters, faxes and forms
- Assist in the preparation of regularly scheduled reports
- Develop and maintain a filing system
- Submit and reconcile expense reports
- Provide information by answering questions and requests
- Generate reports
- Handle multiple projects
- Prepare and monitor invoices
- Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
- Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies
- Contribute to team effort by accomplishing related results as needed
- Carry out administrative duties such as filing, typing, copying, binding, scanning etc
- Book travel arrangements, conference calls, rooms, taxis, couriers, hotels etc
- Cover the reception desk when required
- Maintain computer and manual filing systems
- Handle sensitive information in a confidential manner
- Take accurate minutes of meetings
- Coordinate office procedures
- Reply to email, telephone or face to face enquiries
- Develop and update administrative systems to make them more efficient
- Resolve administrative problems
- Receive, sort and distribute the mail
- Answer telephone calls and pass them on
- Manage staff appointments
- Oversee and supervise the work of casual staff
- Coordinate repairs to office equipment
- Greet and assist visitors to the office.
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