Administrative Assist at Q-Sourcing Servtec Group

An administrative assist serves as the first point of contact for an organization while providing essential administrative support to ensure smooth daily operations. The role also includes coordinating schedules, managing appointments, and supporting meetings through preparation of documents, booking venues, and taking minutes where required. Overall, the candidate should be highly competent administrator with strong organizational skills, excellent communication and persuasion abilities, and the capacity to manage multiple priorities across administrative, sales, and marketing functions.

Office Administration

• Manage day-to-day office operations to ensure efficiency and smooth workflow
• Maintain office supplies inventory and coordinate procurement
• Monitoring office supplies, coordinating procurement, coordinate travel arrangements and logistics for staff and visitors

Communication & Correspondence

• Handle incoming calls, emails, and correspondence in a professional manner
• Draft, proofread, and distribute internal and external communications
• Act as a liaison between departments, clients, and external stakeholders

Scheduling & Coordination

• Manage calendars, appointments, and meeting schedules for management
• Coordinate meetings, including booking venues, preparing agendas, and taking minutes
• Arrange travel logistics (flights, accommodation, transport)

Document Management

• Prepare reports, presentations, and administrative documents
• Maintain accurate records and databases
• Ensure confidentiality and proper handling of sensitive information

Social Media & Digital Content Support

• Conduct basic market or industry research to support content development
• Create and schedule basic content for company social media platforms
• Provide input for blogs, articles, or website updates where required
• Monitor engagement and provide basic performance feedback (likes, reach, inquiries)

 Support to Management

• Provide administrative support to senior staff and management teams
• Assist in preparing reports and performance data
• Follow up on action points and deadlines

Client & Visitor Management

• Receive and attend to visitors in a professional manner
• Support client onboarding documentation and coordination
• Ensure a positive front-office experience

Compliance & Record Keeping

• Ensure adherence to company policies and administrative procedures
• Support audit processes by maintaining accurate documentation
• Assist in compliance-related administrative tasks

KNOWLEDGE, SKILLS, AND EXPERIENCE:

• Bachelor’s degree/ Diploma in Business Administration & Management, Quality Management, Public relations, Marketing or related field.
• Proficiency in MS Office and quality management software/tools, process mapping and workflow analysis
• Experience in implementing or maintaining a QMS.
• Experience in conducting audits and handling compliance processes is an added advantage.
• Strong understanding of risk management and mitigation practices
• Strong written and verbal communication skills.
• Team oriented, highly motivated, energetic, innovative and enthusiastic.
• A person of Integrity