JOB SUMMARY

The Admin Assistant provides essential administrative support ensuring efficient operations and compliance with regulations.

This role involves managing permits and licenses, assisting with employee deductions, and supporting various departments, including HR and operations, to maintain smooth administrative processes.

KEY RESPONSIBILITIES:

Administrative Support

• Organize, file, and maintain both physical and digital documents for easy access across departments.
• Coordinate and schedule meetings, appointments, and travel arrangements for management teams.
• Manage emails and phone calls on behalf of the Operations Manager, ensuring timely responses and accurate documentation.
• Prepare reports, presentations, and supporting documents for reviews and meetings.

Operations and Compliance

• Oversee the operational efficiency of perfume kiosks, ensuring proper inventory management, product display, and brand compliance.
• Ensure all permits and licenses are up to date, handling renewals and compliance documentation.
• Collaborate with HR to process employee deductions (e.g., Incident Charges and other applicable deductions) and submit necessary documentation.
• Address concerns from Perfume Consultants when possible, escalating only critical issues to the Operations Manager.

1. Inventory and Supplies Management

• Monitor and replenish stock levels of office supplies, food ingredients, beverages, and other consumables to support daily operations.
• Coordinate with the warehouse team during deliveries, ensuring accuracy in received items.
• Process relevant permits such as delivery permits and coordinate required documentation.
• Collaborate with the Bookkeeper to track stock levels, conduct audits, and manage procurement, ensuring timely replenishment of supplies and proper warehouse organization.

Finance & Documentation Coordination

• Gather Statements of Account (SOAs) for mall rentals, office rentals, and other recurring billings, and submit them to the Accounting department for processing.
• Liaise with suppliers, vendors, and mall administration as needed to support administrative tasks and compliance.

Education: Bachelor’s degree in Business Administration, Office Administration Management or other related courses.

Licenses/Certifications/Trainings: Administration management training and seminars.

Prerequisites for the Job: Proven experience in handling secretariat or admin management tasks.

Personal Characteristics & Competencies & Other Requirements:

• Strong attention to detail and accuracy in handling administrative tasks and data.
• Proficient in Microsoft Office, especially Excel, and other relevant software.
• Excellent organizational skills and the ability to multitask effectively.
• Strong communication skills, both written and verbal.
• Ability to work independently and as part of a team.
• Ability to handle confidential information with discretion.