ADMINISTRATIVE ASSISTANT

Description

Job Summary: Provide comprehensive support to administrative processes, ensuring document management, customer and supplier service, and compliance with procedures for operational efficiency. Key Highlights: 1. Comprehensive support in administrative processes 2. Document management and customer service 3. Promotes operational efficiency and continuity **JOB PROFILE**: Administrative Assistant **Job Objective:** Provide comprehensive support to the organization's administrative processes, ensuring proper document management, customer and supplier service, information control, operational support, and compliance with internal procedures, thereby contributing to operational efficiency and continuity. Academic Qualifications * Technician or Technologist in Administrative Assistance, Business Management, Executive Secretarial Studies, Administration, or related fields. * Additional training in customer service, document management, and office software is desirable. **Experience** * Minimum one (1) year of experience in administrative, operational support, or customer service roles. * Experience in billing, archiving, procurement, accounts receivable, or accounting support is desirable. **Knowledge** * Microsoft Office (Excel, Word, Outlook, and PowerPoint). * Document and records management. * Customer service. * Preparation of administrative documents. * Calendar management and meeting scheduling. * Registration and tracking of correspondence. * Proficiency in digital platforms and collaborative tools. * Knowledge of ERP or accounting software is desirable. **Main Responsibilities** * Manage and organize the company’s physical and digital documentation. * Prepare letters, certificates, reports, minutes, and other administrative documents. * Promptly answer telephone calls, emails, and visitors. * Support scheduling of meetings, appointments, and administrative activities. * Maintain up-to-date databases of customers, suppliers, and collaborators. * Support billing, procurement, and document control processes. * Track internal requests until resolution. * Manage receipt, dispatch, and archiving of correspondence. * Support inventory control of stationery, supplies, and administrative assets. * Prepare administrative reports and indicators when required. * Support recruitment, affiliations, and human talent documentation management, where applicable. * Support basic accounting tasks such as expense legalization, collection of supporting documents, and documentary reconciliation. * Comply with policies, procedures, and guidelines of the Quality Management System. * Maintain confidentiality of administered information. * Perform other duties assigned by the immediate supervisor related to the nature of the position. **Technical Competencies** * Document organization. * Excellent writing and spelling skills. * Proficiency in office software. * Planning and organization. * Time management. * Customer service. * Information management. * Handling of basic performance indicators. **Behavioral Competencies** * Service orientation. * Assertive communication. * Teamwork. * Proactivity. * Responsibility. * Ethics and integrity. * Adaptability. * Attention to detail. * Confidentiality. * Learning ability. **Level of Responsibility** * Custody of confidential documentation and information. * Appropriate use of assigned administrative resources. * Compliance with internal procedures. * Timely support to various organizational departments. Work Location: On-site employment