Administration Assistant

Job Description

Job Title: Administrative Assistant / Admin Executive Department: Administration Reports To: Office Manager/HR Manager Job Summary: We are seeking a proactive and detail-oriented Administrative Assistant to support the smooth operation of our commercial kitchen equipment business. The ideal candidate will be responsible for managing office tasks, coordinating with vendors and clients, and ensuring the administrative requirements of the company are met efficiently. Key Responsibilities: ✅ Handle day-to-day office operations, including managing files, records, and office supplies. ✅ Assist the sales and service teams with documentation, quotations, purchase orders, and invoices. ✅ Coordinate with clients and vendors for order processing, deliveries, and payments. ✅ Prepare and maintain service reports, maintenance logs, and warranty documentation for kitchen equipment. ✅ Schedule appointments, meetings, and service visits. ✅ Support HR activities, including attendance records, leave management, and onboarding of new employees. ✅ Manage incoming and outgoing correspondence, including emails and calls. ✅ Preparing quotations, purchase orders (PO), and pro forma invoices (PI) as per instructions. Qualifications & Skills: Bachelor’s degree (preferred) or equivalent experience in administration or related field. Minimum 2–3 years of administrative experience, preferably in a technical or service-oriented industry. Strong organizational and multitasking skills with attention to detail. Proficiency in MS Office (Word, Excel, Outlook) and basic ERP systems. Good communication skills to coordinate with teams, clients, and vendors. Ability to work independently and manage priorities effectively. Job Type: Full-time Schedule: Day shift Work Location: In person