Administrative Assistant

The Administrative Assistant reports to the Managing Director and provides him/her with day-to-day administrative support.

Administrative Assistant Job Description

JOB TITLE: Administrative Assistant

REPORTS TO: Managing Director

JOB SUMMARY: 

As an Administrative Assistant, you will provide integral support to our Managing Director, acting as the first point of contact for clients and customers, answering incoming calls, and handling correspondence. Your responsibilities will include maintaining efficient office operations by managing appointments, producing reports, tracking expenses, and ordering necessary supplies.

KEY RESPONSIBILITIES:  

• Answer Phone Calls and Emails- Act as a point of contact for customers, clients or external companies, so they deal with phone calls and any correspondence that comes into the business, from emails and letters to faxes and memos. 

• Produce Reports – Alongside regular administrative duties, monitor and record office workflow and prepare management cheques payments 

• Organize Appointments – Organizing meetings and conferences, arranging travel, and managing and coordinating schedules with Senior Staff members to ensure that there are no clashes with appointments.

• Maintain Expenditure Reports – Keep a note of any company expenses and submit or reconcile reports on a regular basis. These are then used at the end of the financial year for producing tax assessments. 

• Order Office Supplies – Monitor office stock, such as stationery, and computer equipment and place orders when quantities are getting low or if new equipment or software is required. 

• Sewing Room Support – Monitor sewing room processes and act as a quality control liaison within the operational process. Tracking and mapping the sewing room progress.

• Performs any other duties which are incidental or consequential to the above, as may be assigned by the Managing Director. 

PREREQUISITES: 

Attention to detail, sound judgement, good interpersonal skills, excellent verbal and written communication skills, sound sales strategies and tactics, dependability, integrity, professionalism, confidentiality, reporting skills, ability to work successfully in a fast paced,  deadline driven environment, a commitment to professionalism in the conduct of duties, results oriented and proactive, excellent organizational and time management skills, ability to multi-task and prioritize daily workload.

WORKING CONDITIONS:

• Required to work within an office environment

• No or very limited physical effort required

• No or very limited exposure to physical risk

• Work requires attention to detail and a need for accuracy

• Work requires operating in a confidential and deadline driven environment