Administrative Assistant
$ 2,000 - $ 4,000 / month
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Job Summary:
We seek a highly organized and detail-oriented Administration Assistant to join our dynamic team, a leading renovation company. In this role, you will provide essential administrative support to ensure the smooth operation of our office and projects. The ideal candidate will have excellent communication skills, a proactive attitude, and the ability to multitask in a fast-paced environment.
Key Responsibilities:
- Office Administration:
Manage day-to-day office operations, including answering phones, responding to emails, and handling correspondence.
Maintain and organize office files, records, and documentation.
Order and manage office supplies and equipment. - Project Support:
Assist project managers with scheduling, coordinating meetings, and preparing project-related documents.
Track project timelines and update schedules as needed.
Maintain accurate records of project expenses, invoices, and budgets. - Client Interaction:
Serve as the first point of contact for clients, providing excellent customer service.
Schedule client meetings and site visits, ensuring all parties are informed.
Address client inquiries and escalate issues to the appropriate team members. - Documentation and Reporting:
Prepare and edit reports, presentations, and other documents as required.
Ensure all project-related paperwork is completed and filed correctly.
Assist in the preparation of contracts, permits, and compliance documents. - Coordination and Communication:
Liaise with contractors, suppliers, and subcontractors to ensure timely delivery of materials and services. (Being able to speak and understand Chinese contract, their term and conditions are vital to the job.)
Coordinate with internal teams to ensure smooth project execution.
Communicate updates and information to relevant stakeholders. - Financial Administration:
Assist with processing invoices, purchase orders, and expense reports.
Track and reconcile project-related expenses.
Support the finance team with basic bookkeeping tasks. - General Support:
Organize and maintain meeting agendas and minutes.
Assist in organizing company events, training sessions, and team activities.
Perform other administrative duties as assigned.
Skills and Qualifications:
- Education: Minimum GCE 'O' Level or equivalent; additional qualifications in Business Administration or related fields are a plus.
- Experience: At least 1-2 years of administrative experience, preferably in the construction or renovation industry.
- Technical Skills: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiar with office management tools.
- Soft Skills:
Strong organizational and time management skills.
Excellent verbal and written communication abilities.
Ability to work independently and as part of a team.
Attention to detail and problem-solving skills. - Attributes:
Proactive, reliable, and able to multitask.
Friendly and professional demeanor.
Willingness to learn and adapt in a fast-paced environment.
Work Environment:
- Office-based with occasional visits to project sites.
- Standard working hours with occasional overtime to meet project deadlines.
- Collaborative and supportive team environment.
Job Summary:
We seek a highly organized and detail-oriented Administration Assistant to join our dynamic team, a leading renovation company. In this role, you will provide essential administrative support to ensure the smooth operation of our office and projects. The ideal candidate will have excellent communication skills, a proactive attitude, and the ability to multitask in a fast-paced environment.
Key Responsibilities:
- Office Administration:
Manage day-to-day office operations, including answering phones, responding to emails, and handling correspondence.
Maintain and organize office files, records, and documentation.
Order and manage office supplies and equipment. - Project Support:
Assist project managers with scheduling, coordinating meetings, and preparing project-related documents.
Track project timelines and update schedules as needed.
Maintain accurate records of project expenses, invoices, and budgets. - Client Interaction:
Serve as the first point of contact for clients, providing excellent customer service.
Schedule client meetings and site visits, ensuring all parties are informed.
Address client inquiries and escalate issues to the appropriate team members. - Documentation and Reporting:
Prepare and edit reports, presentations, and other documents as required.
Ensure all project-related paperwork is completed and filed correctly.
Assist in the preparation of contracts, permits, and compliance documents. - Coordination and Communication:
Liaise with contractors, suppliers, and subcontractors to ensure timely delivery of materials and services. (Being able to speak and understand Chinese contract, their term and conditions are vital to the job.)
Coordinate with internal teams to ensure smooth project execution.
Communicate updates and information to relevant stakeholders. - Financial Administration:
Assist with processing invoices, purchase orders, and expense reports.
Track and reconcile project-related expenses.
Support the finance team with basic bookkeeping tasks. - General Support:
Organize and maintain meeting agendas and minutes.
Assist in organizing company events, training sessions, and team activities.
Perform other administrative duties as assigned.
Skills and Qualifications:
- Education: Minimum GCE 'O' Level or equivalent; additional qualifications in Business Administration or related fields are a plus.
- Experience: At least 1-2 years of administrative experience, preferably in the construction or renovation industry.
- Technical Skills: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiar with office management tools.
- Soft Skills:
Strong organizational and time management skills.
Excellent verbal and written communication abilities.
Ability to work independently and as part of a team.
Attention to detail and problem-solving skills. - Attributes:
Proactive, reliable, and able to multitask.
Friendly and professional demeanor.
Willingness to learn and adapt in a fast-paced environment.
Work Environment:
- Office-based with occasional visits to project sites.
- Standard working hours with occasional overtime to meet project deadlines.
- Collaborative and supportive team environment.