Overview

We are looking for a master multi-tasker with excellent communication skills and an upbeat attitude. Candidates should be able to assist management and all visitors to the company by handling office tasks, providing polite and professional assistance via phone, mail, and e-mail, making reservations or travel arrangements, and generally being a helpful and positive presence in the workplace. The incumbent will provide administrative support to the Head of the Department; acting as liaison between the HOD and other parties; and monitoring assigned programs within the department. The incumbent will perform a variety of administrative, reception and clerical tasks. Duties of the Administrative Assistant include providing support to managers and employees, assisting in daily office needs and managing the department’s general administrative activities.

The incumbent should have the required initiative, organizational problem solving skills; ability to acquire knowledge of program operations, policies and procedures. Incumbent is expected to work independently and carry out administrative details without requiring the immediate attention of the HOD.

Main Responsibilities /Tasks

• Managing front desk reception, assisting new and existing clients.
• Assisting clients for basic info in leasing offices and retails.
• Answering phone calls and call transfers to concern departments accordingly.
• Forwarding clients email inquiries accordingly per division
• Monitoring customer lounge and maintaining stationary items and inventory and petty cash.
• Inputs inventory request thru Maximo portal and ERP.
• Coordination between suppliers and other business units.
• Generate daily report using Salesforce and filter all the lead inquiries and assign to sales team.
• Monitor outlook daily for new company set up, renewals, cancellation and other inquiries.
• Prepare notice letters (First, Second, Final and Termination Notice) for companies overdue and expired lease contracts for legal purposes.
• Arrange Aramex/FedEx courier for letter delivery.
• Coordinating and monitoring of the shipments if delivered or returned to shipper.
• Monitor lease contract’s expiry date.
• Preparing month end report for daily walk-in, email and online leads and reporting directly with department’s Director.
• Monitor scheduled events and coordinate with the registered participants.
• Filing and uploading contracts for business center thru sales force.
• Daily checking current commercial market and comparing the office cost.
• Preparing Business Center and Business Park weekly report (YTD team progress)
• Assisting with office/desk renewals and communicating with clients directly.
• Managing calendar and meeting invites for the Director.
• Making travel arrangements, such as booking flights, cars, and making hotel and restaurant reservations.
• Screening phone calls and routing callers to the appropriate party.
• Using computers to generate reports, transcribe minutes from meetings, create presentations, and conduct research.
• Greet and assist visitors.
• Maintain polite and professional communication via phone, e-mail, and mail.
• Anticipate the needs of others in order to ensure their seamless and positive experience.

Qualifications/Requirement

• Diploma in Business Administration or any related field
• Minimum 2 years Admin Assistant exp.
• Prior administrative experience.
• Excellent computer skills, especially typing.
• Attention to detail.
• Multilingual may be preferred or required.
• Desire to be proactive and create a positive experience for others.