Admin Assistant

Job Purpose

The Admin Assistant provides comprehensive administrative and clerical support to ensure the efficient operation of the department. The role is responsible for managing correspondence, maintaining records, coordinating meetings and travel arrangements, preparing reports, handling office documentation, and supporting day-to-day administrative activities. The Administrative Assistant works closely with internal departments and external stakeholders to ensure smooth office operations while maintaining confidentiality and adhering to company policies and procedures.

Key Responsibilities

• Provide day-to-day administrative and clerical support to the department.
• Prepare, format, and maintain correspondence, reports, presentations, meeting minutes, and other business documents.
• Maintain and organize physical and electronic filing systems to ensure accurate record keeping and secure archiving.
• Ensure confidential company records and sensitive information are handled with discretion.
• Coordinate meetings, appointments, and departmental calendars.
• Arrange travel bookings, hotel reservations, and visa documentation when required.
• Prepare meeting agendas and coordinate meeting logistics.
• Process purchase requisitions and follow up on administrative requests.
• Maintain departmental records, databases, and trackers, ensuring documentation is complete and up to date.
• Assist in preparing periodic reports, presentations, and performance data for management.
• Coordinate with internal departments and external stakeholders to support daily business operations.
• Ensure compliance with company policies, procedures, and administrative standards.
• Support internal and external audits by providing the required documentation.
• Comply with company QHSE policies and procedures and participate in HSE initiatives and mandatory training programs.
• Perform any other administrative duties assigned by management.

QUALIFICATIONS

• Bachelor’s Degree or Diploma in Business Administration, Office Management, or a related field.
• Minimum 3 years of experience in an Administrative Assistant or similar administrative support role, preferably in the oil & gas, manufacturing, or industrial sector.
• Experience in office administration, document management, travel coordination, and record keeping.
• Familiarity with ERP systems (SAP preferred) and other office management software.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook).