Office/ Admin Assistant
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Key skills for this role
About the Role
SYSTRA is looking for an Office/Admin Assistant to ensure smooth front office operations and provide administrative support. The role includes managing reception, scheduling appointments, processing purchase requests, coordinating with vendors, and overseeing office and vehicle maintenance.
Key Skills for This Role
Responsibilities
- Serve as the first point of contact for visitors, clients, and vendors
- Manage the reception area, including answering and directing incoming calls
- Coordinate and schedule appointments and meetings
- Provide administrative support including data entry, filing, and document preparation
- Coordinate with vendors for office supplies, maintenance, and services
- Prepare purchase requests, follow up on quotations, and order processing
- Support invoice tracking and coordinate with finance
- Oversee daily allocation, usage, and condition of company vehicles
- Coordinate regular servicing and repairs of vehicles
- Coordinate with building management for maintenance and renewals
- Ensure overall cleanliness and organization of office premises
- Handle incoming and outgoing mail, packages, and deliveries
Requirements
- Bachelor’s degree in business administration or equivalent
- 3 5 years relevant experience in a similar role, preferably in a corporate
- Strong knowledge of Microsoft Office
- Strong communication and interpersonal skills
- Good organizational skills with accuracy and attention to detail
- Ability to maintain high level of confidentiality
- Flexibility to adapt to changing priorities
Full Job Posting
Context
- As office/Admin assistant, you will be involved in ensuring smooth operation of front office and providing excellent administrative support.
Missions/Main Duties
- Serve as the first point of contact for visitors, clients, and vendors providing a warm and professional welcome.
- Manage the reception area, including answering and directing incoming calls, taking messages, and handling inquiries in a timely manner.
- Process employee’s requests and provide relevant information.
- Coordinate and schedule appointments and meetings as needed.
- Provide administrative support to various Departments, Managers, including data entry, filing, and document preparation.
- Coordinate with vendors and service providers for office supplies, maintenance and services.
- Prepare purchase requests, follow up on quotations, and order processing.
- Support invoice tracking and coordinate with finance for payments and documentation
- Ensure smooth office operations by monitoring supplies, equipment, and general housekeeping.
- Oversee daily allocation, usage, and condition of company vehicles, ensuring proper documentation.
- Monitor vehicle movement, maintain trip logs, coordinate with drivers and utilization of fleet
- Coordinate regular servicing, repairs, and record inspections of vehicles, liaising with vendors/garage to ensure safety, reliability, and minimal downtime.
Profile/Skills
- Education: Bachelor’s degree in business administration or equivalent
- 3 5 years relevant experience in a similar role, preferable in a corporate
- Strong knowledge of Microsoft office
- Strong communication and interpersonal skills.
- Good organizational skills with accuracy, attention to detail, and thoroughness.
- Ability to maintain high level of confidentiality and discern sensitive issues.
- Flexibility to adapt to changing priorities and work in fast paced environment.
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