Administration Coordinator

Job Purpose:

Provides administration support for the smooth functioning of the Finance departments on a daily basis. Perform secretarial duties, which require the handling of confidential and sensitive information. Represents the department through the management of correspondence, telephone and personal contacts. Undertakes projects as directed by the Finance departments in order to support Departmental/Corporate initiatives.

Responsibilities:

• Performs various secretarial and administrative duties to support requirements and maintain the department functions smoothly on a daily basis.
• Handles a wide variety of situations and tasks involving the administrative function of the office.
• Tactfully handles enquiries and/or refer to appropriate personnel/department.
• Manages, coordinates and maintains calendar of appointments, travel arrangements, records of communication (documents, faxes, mail) to meet the requirements of the Finance departments, to record, filter, disseminate and communicate all incoming and outgoing matters.
• Provides business documentation support, including report writing, presentation creation and spreadsheet preparation and distribution of such materials.
• Compiles reports as directed and ensures that all files are complete and properly maintained.
• Independently manages multiple tasks and assigned projects whilst respecting the deadlines and simultaneously ensuring the integrity of all information and data.
• Communicates and provides information internally and externally to assist and enable administrative support and effective service to the concerned sections.
• Refers routine matters to appropriate person for action and follows up to ensure completion.
• Tracks department staff duty travel papers (exit permits, tickets, per diem allowances, hotel and visas).
• Establishes a confidential filing system for all correspondence generated to and from the Finance departments, categorizes and maintains manuals, sensitive correspondence and other source material.
• Prepares and distributes correspondence, send faxes, reply to emails and telephone calls.
• Follow-up with other sections/departments to ensure that requests are carried out and activities are coordinated.
• Arranges required office equipment for new and existing staff.
• Arranges purchase of office supplies and stationeries.
• Accesses and maintains records for Department Assets.
• Provides efficient administrative support, with minimal instructions.
• Enhances office administration procedures within the unit.
• Remains informed on relevant Company policies and procedures.
• Promotes high standards of corporate values through correspondence, telephone and personal contact. Keeps and maintains of all the tracking for the inbox and outbox.
• Perform other department duties related to his / her position as directed by the Head of the Department

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