Admin Assistant

1. Administrative Support • Manage reception professionally, well-organized front desk, ensuring visitors, including guests, investors, and partners, are greeted graciously and directed appropriately. • Manage front desk activities, including incoming calls, visitors, registration, and courier/mail handling. • Ensure proper filing, digital archiving, and secure maintenance of non- confidential records using the OMS (Office Management System). 2. Office coordination • Oversee day-to-day administrative activities such as organizing and maintaining a filing system for HODs. • Monitor and maintain inventory of office and pantry supplies, liaise with procurement for timely replenishment. • Coordinate guest arrivals, ensure they are welcomed appropriately, and manage parking arrangements to provide a smooth and professional visitor experience. • Coordinating with office staff (office boy, cleaners, parking) and supervising the cleanliness and readiness of all office spaces and shared areas. • Coordinate with facility service providers for housekeeping to ensure a professional office environment. 3. Conference Room Management • Manage the meeting room booking system and ensure real-time scheduling updates. • Prepare conference rooms with necessary tools (VC systems, projectors, screens) and refreshments. • Support setup and logistics for internal and external meetings or presentations. • Coordinate room availability for internal departments and external guests. 4. Leadership Calendar Coordination • Support the Chairman with calendar scheduling, reminders, and travel logistics. • Prepare documents, presentations, and correspondence for review. 5. Documentation and Records Management • Organize and update physical and digital filing systems, including archiving & retrieving documents through the Office Management System (OMS) with accuracy and version control In compliance with company standards. • Organize and assist HODs in preparing administrative reports, compiling data summaries, and organizing compliance-related documentation to ensure accurate and timely support. • Support the Office Manager in generating reports and dashboards from OMS when required. 6. Support to HR & Events • Assist the HR team with planning and executing internal events, celebrations, and employee engagement programs.

• Diploma or Bachelor’s degree in Business Administration, Office Management, or a related field preferred. • Minimum 1–3 years of experience in a receptionist or front-office role within a corporate or professional environment. • Clear and professional verbal and written communication skills in English. • Ability to handle incoming calls, visitors, and correspondence efficiently. • Basic drafting skills for emails and routine communication. • Working knowledge of MS Office (Word, Outlook; basic Excel is an advantage). • Familiarity with visitor management, call handling, and front-desk procedures. • Willingness to support administrative tasks as required.