Administration Assistant
Job summary
The Administrative Assistant is responsible for providing administrative and clerical support to ensure the efficient operation of the organisation. The role involves managing office documentation, coordinating communication, maintaining records, supporting departmental activities, and assisting with day-to-day administrative functions.
Job descriptions & requirements
Key Responsibilities1. Office AdministrationResponsibilities
Provide general administrative support to management and staff.
Receive, record, and distribute incoming correspondence and documents.
Prepare letters, reports, memos, and other administrative documents.
Maintain organised filing systems for both physical and electronic records.
Ensure office records are updated and easily retrievable.
Monitor office supplies and initiate replenishment requests when necessary.
KPIs
Administrative documents prepared accurately and on time.
Filing systems are maintained in an organised manner.
Office supplies monitored and replenished without operational disruptions.
2. Document Management & Record KeepingResponsibilities
Maintain company records, files, and documentation.
Ensure proper filing of contracts, invoices, delivery notes, purchase orders, and correspondence.
Update administrative records and databases regularly.
Assist in preparing documents required for audits, inspections, and management reviews.
Ensure confidentiality of company records and information.
KPIs
100% of assigned documents filed accurately.
Records updated within agreed timelines.
Documents readily available when requested.
3. Reception & Communication SupportResponsibilities
Receive visitors and direct them appropriately.
Answer and transfer telephone calls professionally.
Respond to routine inquiries and provide administrative assistance.
Coordinate internal communication between departments.
Manage incoming and outgoing mail, courier services, and deliveries.
KPIs
Visitors were attended to professionally and promptly.
Calls and inquiries handled within acceptable timelines.
Accurate distribution of correspondence and communications.
4. Meeting & Travel CoordinationResponsibilities
Schedule meetings and appointments.
Prepare meeting rooms and required documentation.
Record and distribute meeting minutes when required.
Coordinate travel arrangements and accommodation bookings for staff and management.
Maintain meeting and appointment calendars.
KPIs
Meetings scheduled and coordinated effectively.
Meeting minutes prepared and distributed on time.
Travel arrangements completed accurately and within required timelines.
5. Administrative Support to DepartmentsResponsibilities
Provide administrative support to Production, Procurement, Finance, Stores, and Human Resources departments.
Assist in preparing departmental reports and documentation.
Follow up on pending administrative requests and approvals.
Support the coordination of company activities, training sessions, and staff events.
Assist in monitoring and tracking administrative tasks assigned by management.
KPIs
Departmental administrative requests completed on time.
Accurate preparation of administrative reports and documents.
Effective coordination of assigned activities and events.
6. Inventory & Asset Administration SupportResponsibilities
Maintain records of office equipment and administrative assets.
Assist in monitoring office inventory and consumables.
Report damaged or missing assets to management.
Support periodic verification of administrative assets and inventory.
KPIs
Accurate asset and inventory records are maintained.
Timely reporting of damaged or missing assets.
Administrative inventory records are updated regularly.
7. Compliance & Health and Safety SupportResponsibilities
Support compliance with company policies and procedures.
Assist in maintaining workplace health and safety records.
Ensure administrative documentation complies with company standards.
Support the implementation of workplace administrative controls and procedures.
KPIs
Administrative records maintained in compliance with company requirements.
Health and safety documentation updated and properly filed.
Compliance issues are reported promptly.
QualificationsExperience
Minimum 0 - 1 year of experience in an administrative, office support, receptionist, or clerical role.
Experience in a manufacturing environment is an added advantage.
Required Skills & Competencies
Strong administrative and organisational skills.
Excellent record-keeping and filing abilities.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).
- Good written and verbal communication skills.
- Strong attention to detail and accuracy.
- Ability to multitask and prioritise work effectively.
Professionalism and customer service skills.
Ability to maintain confidentiality.
Good interpersonal and teamwork skills.
Ability to work under minimal supervision.
Performance Expectations
The Administrative Assistant is expected to:
Maintain accurate and organised administrative records.
Provide timely administrative support to all departments.
Ensure effective communication and coordination within the organization.
Support smooth day-to-day office operations.
Demonstrate professionalism, reliability, and efficiency in all administrative activities.
Contribute to an organized and productive work environment within the manufacturing operation.
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