Administrative Assistant

Kakkanad, Cochin

  • Administrative support
  • Communication Skill
  • Microsoft Office Suite
Role Overview

We are seeking a detail-oriented and proactive Administrative Assistant to efficiently manage vendor and client contracts, issue purchase orders, handle invoices, and support our data centre engineers. The ideal candidate will be adept at maintaining organized records, ensuring timely communication, and providing essential support to multiple departments.

Key Responsibilities
  • Provides administrative support to ensure efficient operation of the (virtual) office.
  • Develop and maintain a filing system
  • Answers phone calls and schedule meetings
  • Takes detailed meeting minutes
  • Carries out administrative duties such as filing, typing, copying, binding, scanning etc.
  • Completes operational requirements by scheduling and assigning administrative projects and expediting work results.
  • Makes travel arrangements for senior staff such as booking flights, cars, and hotel or restaurant reservations.
  • Exhibits polite and professional communication via phone, e-mail, and mail.
  • Supports the team by performing tasks related to organization and strong communication.
  • Develops administrative staff by providing information, educational opportunities, and experiential growth opportunities.
  • Ensures operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories and evaluating new equipment and techniques.
  • Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies.
  • Contributes to team effort by accomplishing related results as needed.
  • Write and distribute email, correspondence memos, letters, faxes and forms
  • Update and maintain office policies and procedures
  • Maintain contact lists for customers and vendors
  • Submit and reconcile expense reports
Qualifications
  • Proven experience in an administrative role, preferably in a corporate environment.
  • Strong written and verbal communication skills in English.
  • Ability to prioritize tasks, manages time effectively, and meets deadlines in a fast-paced environment.
  • Meticulous attention to detail and accuracy in all work performed.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with office equipment and software.
  • Discretion and professionalism when handling confidential information.
  • Collaborative attitude with the ability to work effectively both independently and as part of a team.

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