Job Purpose:

The Administration Assistant is responsible for coordinating administrative and support tasks across departments, ensuring smooth day-to-day operations. The role involves handling internal communication, organizing messenger logistics, managing documentation, and supporting employee-related processes such as onboarding, attendance tracking, and health insurance enrollment.

Key Responsibilities:

 Administrative Coordination:

• Receive and distribute incoming faxes and emails to the relevant departments.
• Answer phone calls and professionally direct them to the concerned departments.
• Prepare and submit refreshment and supply requests to the responsible department.
• Organize and archive departmental documents, especially those related to the Finance Department.
• Track employee attendance and working hours daily.
• Handle printing, scanning, and document-related requests.
• Ensure office assistants are fulfilling their daily duties.
• Follow up on and calculate any allowances for office assistants.

 Messenger (Representative) Support:

• Plan daily missions and schedules for company representatives (Messengers).
• Issue authorization letters and delegation forms.
• Coordinate with Finance Department to reconcile petty cash for each representative.
• Monitor and follow up on company vehicle fines.

 Employee Support & Onboarding:

• Photograph new employees for the internal system and register them on the fingerprint attendance system.
• Register new hires in the company’s health insurance program and remove resigned staff from it.
• Contact shortlisted candidates to schedule interviews in coordination with the recruitment team.