Job Descriptions & Skills - Administration Jobs

To successfully interview and transition into a new job, one must be aware of what employers are asking for, out there.

Evaluate yourself by going through these lists of job expectations and requirements from various real job postings. The more you learn, the more confident you will get.

Executive Assistant

Job Description

  • Be the the point of contact between the company executives and company clients.
  • Receiving calls, take messages and route correspondence appropriately.
  • Maintain meetings and appointments diary, arrange the meetings and appointments and provide reminders.
  • Make travel arrangements.
  • Monitor office supplies and deal with vendors of the same.
  • Produce reports and briefs as required from the computer.
  • Maintain and efficient documentation and filing system

Skills

  • Past experience as an executive administrative assistant, or a senior executive assistant or in any other high level secretarial position.
  • Be comfortable with the internet and social media.
  • Be able to pick up on office management systems and procedures.
  • Excellent knowledge of MS Office,
  • Proficiency in English.
  • Planning and time management skills
  • Be up-to-date with office gadgets and applications.
  • Ability to multitask and prioritize daily workload.
  • Very good verbal and written communications skills
  • Respect for discretion and confidentiality.

Site Administrator

Job Description

  • Supervise staff, plan, organize and prioritize workloads within area of specialty so that resources are used effectively and work is completed within set deadlines.
  • Oversee the day-to-day activities of subordinates in order to ensure that policies and procedures are correctly followed and duties are completed on time and to the required standards/specifications, taking appropriate actions as required.
  • Coordinate with the head office for processing staffing needs, handling/collecting/verifying/updating administrative documents/records, receiving and integrating new people and providing assistance to administer salaries to the project workforce.
  • Provide prompt logistical services that include but are not limited to accommodation, catering, transport, telecommunication, conduct audits as needed and react promptly to problems in order to secure the well-being of workers.
  • Liaise with external parties for logistical service provision (food, accommodation, cleaning, etc), supervise the quality of the provided service, solve minor/day-to-day problems and escalate major ones.
  • Supervise the collection, reconciliation and reporting of time attendance data, control overtime levels and absences/vacations and notify the Project Manager of any abnormalities to optimize the overtime cost and monitor the productivity rate.
  • Control site purchases and inventory control practices, safeguard purchased materials and supplies by supervising their proper reception, storage and dispatch to prevent products disruptions and/or unusual expenses.
  • Control the projects petty cash, monitor and verify on-site payments, handle cash discrepancies and submit reports to Project Manager in order to control expanses and prevent any potential irregularity.
  • Manage the proper handling and control of administrative documents/records, make sure that relevant data is entered on BIS and provide required information to internal customers on specific departmental or functional issues in order to support ongoing construction and controls activities.
  • Develop a culture of customer focus and customer care at site administration level and provide recommendations on how to improve provided services to optimize customers satisfaction
  • Provide guidance and support to subordinate staff and act as a point of expertise and reference within own area of specialty.

Skills

  • Experience in an administrative position  experience on a project site.
  • Computer proficiency.
  • Good interpersonal and analytical skills.
  • Good language skills.

Office Manager

Job Description

  • Create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, inter-office communication and safety.
  • Reporting directly to CEO.
  • Scheduling meetings and appointments, ensuring office supplies are adequate, welcoming visitors and providing general support to company officers.
  • Maintain the office in an exemplary condition and arrange for any repairs when needed.
  • Organize office operations and procedures.
  • Oversee and manage contract and price negotiations with office vendors, service providers.
  • Manage the terms of the office lease. 
  • Manage office budget.
  • Provide general help or support to visitors to the office.
  • Address questions from employees regarding office management issues such as with stationery, hardware, travel arrangements, etc.
  • Liaise with the facility management vendors, including the cleaning, catering and security services.

Skills

  • Have a diplomatic, but yet aggressive personality.
  • Be able to handle the agenda of CEO in addition to office tasks.
  • Have good time management skills and the capability to multi-task or prioritize work
  • Have good organizational skills, planning skills in a fast-paced setting.
  • Be creative in suggesting improvements.
  • Have experience with various office software such as the email system, and Microsoft Office.