Admin Executive cum Project Secretary

We are seeking a highly organized and proactive individual to join our team as an Administrative Executive. The ideal candidate will be responsible for managing daily administrative tasks and ensuring the smooth functioning of our Project office operations. As an Administrative Executive, you will work closely with various departments to streamline processes and contribute to the overall productivity and efficiency of the organization.

Duties and responsibilities:
As Admin Executive you will be responsible for planning, coordinating, and booking travel arrangements for project personnel and management team, including flights, accommodations, pick up logistics and mobilizations. ensure all aspects of a trip are managed efficiently and provide exceptional customer service.

• Handle general administrative tasks such as answering phone calls, responding to emails, and managing correspondence.
• Coordinate and schedule meetings, appointments, and travel arrangements for project management team members and staff.
• Organize and maintain physical and electronic files, records, and databases, ensuring accuracy and confidentiality.
• Mange office supplies inventory and place orders when necessary.
• Serve as the point person for maintenance, mailing, shipping, and general admin scope requests.
• Assist in expense monitoring, ensuring adherence to company policies.
• Collaborate with HR to manage employee records, attendance, and mobility as applicable.
• Liaise with external vendors, suppliers, and clients to ensure smooth business operations.
• Conduct research and provide administrative support to the project, as assigned.
• Provide support and assistance to other team members as needed.
• Collaborate with project team personnel to determine travel needs, budgets and preferences.
• Arrange and coordinate transportation, accommodation, insurance, and applicable activities.
• Provides relevant information regarding destinations, visa requirements and basic needs
• Booking travel arrangements and liaison with the travel agent.
• Handles travel issues, conflicts, complaints, cancelations, and refunds.
• Builds and maintains relationships with travel and tour vendors.
• Conducts research on destinations and compare costs and travel route options
• Maintains accurate records of bookings, payments, transactions.
• Timely completion of scope needs and adherence to company policies.

Desired skills and qualifications:

• Proven experience as an Administrative Executive, Administrative Assistant, or similar role.
• Excellent organizational and time management skills with the ability to prioritize tasks effectively.
• Strong written and verbal communication skills, capable of interacting with individuals at all levels of the organization.
• Proficient in Microsoft Office suite (Word, Excel, PowerPoint) and other relevant software applications.
• Detail-oriented and able to maintain accuracy in work.
• Ability to maintain confidentiality and handle sensitive information with professionalism.
• Strong problem-solving skills with the ability to multitask and adapt in a fast-paced environment.
• A positive attitude and exceptional interpersonal skills, coupled with a customer service-oriented approach.
• A degree in business administration, management, or a related field will be an advantage.
• Previous experience in working effectively in a team-oriented and collaborative environment.
• 1-2 years experience

Job Type: Contract
Contract length: 24 months

Work Location: In person