Administration Assistant

Job Description: We are looking for an experienced Office Admin and Operations Executive to take on a variety of administrative and operational duties. This role will involve handling office operations, vendor relationships, payment management, travel reimbursements, attendance tracking, and supporting payroll processing. The successful candidate will be highly organized, proactive, and capable of managing multiple tasks efficiently.

Key Responsibilities:

• Daily Office Operations Management: Oversee and manage the daily operations of the office to ensure smooth and efficient functioning. This includes organizing office supplies, equipment, and ensuring office maintenance needs are met.
• Vendor Negotiations & Management: Negotiate with vendors for office supplies, services, and other operational requirements. Manage vendor relationships and ensure timely and cost-effective delivery of goods and services.
• Payment Management: Manage payments for office expenses, including utilities, services, and vendor invoices. Ensure that payments are processed timely and accurately and assist with the reconciliation of payment records.
• Employee Travel Reimbursement: Review and process employee travel reimbursement requests, ensuring that all expenses comply with company policies. Ensure timely payment and maintain accurate records of employee reimbursements.
• Data Maintenance & Accounting Support: Maintain data related to office operations and expenses to support the accounting team. Assist in gathering, organizing, and submitting financial data to ensure smooth accounting and auditing processes.
• Attendance Tracker: Maintain and update the employee attendance tracker, ensuring accuracy and timely submission of records for payroll processing.
• Payroll Processing Support: Assist with payroll processing by providing accurate attendance and reimbursement data. Ensure that employee records are up-to-date and contribute to timely and accurate payroll disbursements.
• Office Communication: Act as a point of contact for internal and external communications related to office management and operations. Coordinate office events, meetings, and travel arrangements as needed.
• Administrative Support: Provide general administrative support to management and other departments, including scheduling meetings, handling correspondence, and organizing office documentation.

Required Qualifications:

• Experience: 2-4 years of experience in office administration, operations management, or a related field, preferably in a fast-paced environment.
• Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint). Experience with payroll systems and attendance tracking software is a plus.
• Attention to Detail: Strong attention to detail and the ability to manage multiple tasks while maintaining accuracy.
• Vendor & Payment Management: Experience in vendor negotiations, managing payments, and handling travel reimbursements.
• Communication Skills: Excellent written and verbal communication skills. Ability to interact effectively with internal teams, vendors, and employees.
• Problem-Solving & Multitasking: Strong problem-solving skills and the ability to handle various administrative and operational tasks simultaneously.
• Organizational Skills: Highly organized with the ability to manage time effectively, prioritize tasks, and ensure smooth day-to-day operations.
• Education: bachelors degree in business administration, Operations Management, or related field (preferred but not required).

Preferred Skills:

• Experience in payroll processing or attendance tracking.
• Familiarity with accounting software and data entry.