Administrative Support Staff

Responsibilities:
Administrative Support:

• Provide day-to-day clerical and administrative support to the Admin/HR department.
• Prepare, format, print, scan, photocopy, and file official documents.
• Receive, record, distribute, and dispatch incoming and outgoing correspondence.
• Draft routine letters, memos, emails, meeting minutes, and internal communications as directed.
• Schedule meetings, prepare meeting materials, and follow up on assigned administrative tasks.
• Monitor office stationery and other administrative supplies and report replenishment needs.
• Maintain an organized office environment and support general office coordination.

Human Resources Support:

• Assist in maintaining and updating staff records, personnel files, and employee documentation.
• Support recruitment activities by organizing CVs, scheduling interviews, preparing interview documents, and communicating interview arrangements as authorized.
• Assist with onboarding documentation for newly employed staff.
• Assist in preparing staff lists, internal notices, training schedules, and HR reports.
• Follow up on outstanding staff documentation and ensure records are properly filed.
• Maintain confidentiality when handling employee information and disciplinary records.

Estimation and Tender Support:

• Provide administrative assistance to the Estimator in preparing quotations, estimates, and tender submissions.
• Enter material descriptions, quantities, unit rates, and other information into approved templates under the Estimator's direction.
• Assist in requesting, receiving, recording, and organizing supplier quotations for estimation purposes.
• Maintain a quotation register showing supplier names, dates received, validity periods, prices, and outstanding responses.
• Assist in formatting and compiling tender documents, commercial proposals, and supporting attachments.
• Follow up on missing quotations, supporting documents, and other information required for estimates.
• Support the Estimator in maintaining records of submitted quotations, tender outcomes, and revisions.

Communication and Departmental Coordination:

• Serve as an administrative support link between Admin/HR, the Estimator, and other authorized departments.
• Communicate professionally with staff and applicants.
• Follow up on requests and pending documentation assigned by the Admin/HR Officer or Estimator.
• Ensure that relevant information is passed to the appropriate person promptly.
• Escalate urgent deadlines, missing information, and administrative challenges.
• Maintain a professional approach to telephone calls, emails, and in-person enquiries.

General Office and Operational Support:

• Support the organization of meetings, internal training, and company events.
• Monitor assigned administrative tasks and provide updates on their completion.
• Assist with document preparation for procurement, projects, and other departments when authorized.
• Perform other reasonable administrative duties assigned by management that fall within the scope of the role.

Requirements:

• A minimum of 2 years of experience
  
• A minimum of a degree in a related field 
• Good written and verbal communication skills.
• Proficiency in Microsoft Word and Excel.
• Ability to manage email correspondence and electronic filing.
• Accurate data entry and document formatting.
• Good organizational and time-management skills.
• Attention to detail and strong follow-up skills.
• Professional conduct and confidentiality.
• Ability to work collaboratively with different departments.
• Willingness to learn estimation documentation and company procedures.