Administration Assistant

Functional roles and responsibilities

To support relevant department by providing professional administration related services, enabling the team to function effectively and efficiently.

• Assist front line and back of house departments with any administration related queries.
• Resolve any issues within scope of accountability and communicate outcome to appropriate parties: POS equipment, credit card and currency devices, telephones, printers, pantry equipment, projector, etc.
• Maintain necessary documentation system for efficient and orderly storage and retrieval of documents/information. Maintain and update all necessary records, files, and database.
• Liaise with the maintenance department to ensure the repairs/works are carried out in an efficient manner.
• Raise LPOs and ensure timely follow-up of the payments.
• Assist with in-store marketing activities such as distribution of brochures, delivery of gifts, and monitoring admin part during the period of promotion.
• Coordinate the process of getting various external approvals for the store: police permit, mall approvals where appropriate, etc.
• Procurement of consumables for the store by following all related processes (getting samples, quotes from suppliers, approvals from management, etc.). Plan, organize, and distribute uniforms and stationery to the floors.
• Ensure that the store has high maintenance standards, in line with store standards guidelines at all times: TV, sound systems, adequate shelving and fixtures on the shop floors and stockrooms, etc.
• Facilitate timely requisition and distribution of employees’ documents such as passports, labor cards, and other documents.
• Assist Store Operations Manager and Admin Executive in drafting and implementing admin related procedures in the store.
• Keep track of absence and leave time such as short leave, sick leave, vacation, etc., for employees of the company/division/department/location of your responsibility sphere, and follow through with them to update their absence/leave status on designated systems, including posting of information onto designated systems on behalf of certain employees, as may be required.
• Responsible for cascading HR/employee/company related information to employees of the company/division/department/location of your responsibility sphere through appropriate communication channels.

Education/Certification and continued education

Graduate in any discipline, preferably Commerce.

Years of experience

3 to 5 years of relevant experience.

Knowledge and skills

• High levels of computer literacy, numeric and analytical skills.
• Good communication and inter-personal skills.