Designation: Administrator Assistant
Reports to: Administrative Coordinator
No. of requirement: 2
Location: Chandol, Kathmandu, Nepal
Shift: Standard (09:00 AM to 05:00 PM) from Sunday to Friday

Position Overview:

The Administrative Assistant is responsible for providing efficient and effective administrative support to the administrative Officer and other team members. This role requires excellent organizational skills, attention to detail, and the ability to prioritize tasks in a fast-paced environment. The Administrative Assistant will contribute to the smooth operation of the office by performing various administrative duties.

Roles and Responsibilities

Administrative Support:

• Provide general administrative support to the team, including answering phone calls, responding to emails, scheduling appointments, and managing calendars.
• Assist in preparing and formatting documents, presentations, reports, and other correspondence.
• Organize and maintain electronic and physical files, ensuring easy retrieval and confidentiality.
• Manage incoming and outgoing correspondence, including email.
• Coordinate travel arrangements and accommodation, expense reporting, and reimbursement processes as required.
• Help plan and coordinate meetings, conferences, and events, including logistics, agenda preparation, and material distribution.
• Take minutes during meetings and distribute them to relevant stakeholders.

Communication and Coordination:

• Serve as a point of contact for internal and external stakeholders, including answering phone calls, responding to inquiries, and directing them to the appropriate person or department.
• Assist in organizing and coordinating events, training, workshops, and conferences.
• Collaborate with other team members to ensure seamless communication and coordination.
• Maintain confidentiality of sensitive information and handle it with discretion.

Inventory Management:

• Maintain inventory records, including tracking stock levels, monitoring product usage, and updating inventory databases or systems.
• Coordinate with relevant departments to ensure timely ordering, receipt, and distribution of supplies and materials.
• Conduct regular / monthly inventory audits to reconcile physical stock with database records, identifying and addressing discrepancies.
• Generate reports on inventory status, trends, and usage patterns to facilitate decision-making and optimize inventory levels.

Document Management:

• Prepare and format documents, including letters, memos, and reports.
• Proofread and edit documents for accuracy, grammar, and formatting.
• Manage document flow and ensure proper filing, archiving, and retrieval of all kinds of documents like invoices, PRFs, contracts, agreements, other relevant forms, etc.

Office Operations:

• Coordinate with the procurement to order and maintain office supplies and equipment.
• Coordinate with vendors and service providers if required.
• Assist in monitoring and maintaining office cleanliness and organization.

Skills and Qualifications

Task Related

• Bachelor’s degree Business Administration, or related field required
• 6 months to one year of experience working as Admin department

Competencies and Soft Skills

• Proven experience as an administrative assistant or in a similar role.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong written and verbal communication skills.
• Attention to detail and accuracy in all tasks.
• Ability to multitask and prioritize effectively.
• Strong problem-solving skills and ability to work independently.
• Discretion and confidentiality in handling sensitive information.
• Positive attitude and willingness to assist others.