Administrative Assistant

Job Summary

The Administrative Assistant at our Recruitment and Remittance Agency will provide vital administrative support to ensure the smooth operation of the office. This role involves handling a variety of tasks related to recruitment, remittance processing, organization, communication, and logistics, supporting managers and employees alike. The ideal candidate is self-motivated, resourceful, and capable of managing multiple priorities with minimal supervision.

Key Responsibilities

General Administrative Duties:

• Answer and direct phone calls, emails, and other correspondence.
  
• Organize and schedule meetings, appointments, and travel arrangements.
  
• Maintain contact lists and calendars for team members.
  
• Produce and distribute correspondence memos, letters, faxes, and forms.
  
• Assist in the preparation of regularly scheduled reports.
  
• Develop and maintain an organized filing system for both digital and physical documents.
  

Recruitment Support:

• Assist with the recruitment process by posting job ads, screening resumes, and scheduling interviews.
  
• Maintain and update employee records, including application forms, resumes, and reference checks.
  
• Coordinate with recruitment agencies and job boards.
  
• Prepare recruitment reports and track key recruitment metrics.
  

Remittance Processing:

• Assist with the processing of remittances, ensuring accuracy and timely delivery.
  
• Maintain accurate records of all transactions and provide reports as needed.
  
• Liaise with clients to resolve any issues or discrepancies related to remittance services.
  

Office Management:

• Order and manage office supplies and inventory.
  
• Coordinate office maintenance and repairs.
  
• Provide general support to visitors and act as the point of contact for internal and external clients.
  
• Submit and reconcile expense reports.
  

Documentation and Reporting:

• Prepare and monitor invoices and billing statements.
  
• Conduct research and create presentations as needed.
  
• Compile data and generate reports, handling multiple projects simultaneously.
  

Communication:

• Handle sensitive information in a confidential manner.
  
• Manage internal and external communications, including replying to email and phone inquiries.
  
• Develop and implement administrative systems to enhance efficiency.
  

Required Qualifications

Education and Experience:

• High school diploma or equivalent;
  an associate's or bachelor's degree is preferred.
  
• Proven experience as an administrative assistant, office admin assistant, or similar role.
  

Skills and Competencies:

• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook).
  
• Excellent time management skills and ability to prioritize tasks.
  
• Strong organizational skills with a keen attention to detail.
  
• Excellent written and verbal communication skills.
  
• Ability to multitask and meet changing deadlines.
  

Preferred Qualifications

• Familiarity with office equipment, such as printers and fax machines.
  
• Experience with scheduling tools and office management software.
  
• Basic knowledge of bookkeeping and accounting principles.
  
• Experience in creating and maintaining databases.