Administration Assistant

Job Title: Admin

Location:

Role Overview

The Admin Assistant will handle daily administrative operations, front office management, employee coordination, and documentation support in our Clinical Research Organization. The role requires strong communication skills, discipline, professionalism, and the ability to multitask in a fast-paced environment while ensuring smooth office functioning.

Key Responsibilities

1. Front Office & Reception Management

• Manage front desk operations including visitor greetings, phone calls, emails, and courier coordination
• Maintain a clean, organized, and welcoming reception area
• Handle visitor logs, issue visitor passes, and follow security protocols

2. Documentation & File Management

• Maintain and organize administrative documents, office files, and employee records
• Protect and manage confidential documents (agreements, ID proofs, onboarding forms, etc.)
• Maintain both soft-copy and hard-copy filing systems for efficient retrieval

3. Office Coordination & Facility Management

• Oversee housekeeping activities, office cleanliness, and facility upkeep
• Manage inventory of office supplies, stationery, pantry items, and raise purchase requests
• Coordinate with service providers for repairs, maintenance, and other facility needs

4. HR & Onboarding Support

• Support HR in employee onboarding, document collection, and joining kit preparation
• Assist with attendance tracking, leave management, and staff movement registers
• Help schedule interviews, meetings, and orientation sessions
• Prepare basic HR-related reports as needed

5. Meetings, Trainings & Internal Coordination

• Manage conference/training room bookings, projector setups, and meeting arrangements
• Coordinate with departments to support their administrative and operational needs
• Circulate internal notices, circulars, and announcements promptly

6. Vendor & Purchase Coordination

• Coordinate with vendors for quotations, services, purchases, and invoice collection
• Follow up with vendors for housekeeping, maintenance, IT support, and other office utilities
• Maintain trackers for vendor details, purchase records, and service follow-up

7. Reporting & Record Maintenance

• Maintain daily/weekly/monthly administrative reports
• Update trackers for supplies, expenses, office maintenance, and admin tasks
• Provide timely updates to management on office operations, issues, and requirements

Required Skills & Competencies

• Excellent communication skills (written and verbal)
• Strong interpersonal skills with a positive, professional attitude
• Good organizational and time-management abilities
• Proficiency in MS Office (Excel, Word, Outlook)
• Detail-oriented, disciplined, and capable of handling confidential information
• Ability to multitask and manage responsibilities independently

Willingness to work in rotational shifts if required