JR. ADMINISTRATIVE ASSISTANT

Job Purpose

To provide administrative and clerical assistance to the department to attain efficiency and effectiveness, which are key to achieving the company/department's goals.

Key Result Areas

1. Act swiftly on customer feedback concerning delivery notes, wrong encoding, and others to facilitate proper month-end reconciliation and accurate invoicing.
2. Validate and adjust data entries against production reports to ensure accurate documentation and reporting.
3. Place consolidated orders for office supplies and apply control measures to reduce office stationery costs.
4. Answer all incoming calls in a pleasant and polite manner, take messages, and redirect calls to appropriate colleagues to assist customers.
5. Perform general clerical duties including, but not limited to, photocopying, mailing, and document control, to support departmental goals.
6. Carry out Time & Attendance (TAAS) related work to ensure employee timesheets are aligned for payroll.
7. Seek guidance and approval from the reporting manager on any amendments to delivery notes and production reports to rectify errors.
8. Ensure compliance with all Health and Safety policies to maintain a safe work environment.

Job Context

The Customer Development Department relies on proper system usage to maintain a systematic and coordinated approach with other departments and clients. ERP is widely used across the department, and the admin clerk plays a major role in system management.

The jobholder must adhere to company procedures for document registration and secure storage. They are also responsible for the timely dispatch of outward emails as directed by superiors.

Transaction Review and Action

• ERP Orders: approximately 30 transactions daily
• Time & Attendance: daily monitoring of at least 134 staff
• Internal communication with EKFC staff: at least 15 interactions daily
• Support administrative and office work: at least 10 tasks daily

Knowledge, Skills & Minimum Experience

Education Qualification: Secondary school certificate

Work Experience: Minimum of 2 years' experience in the hospitality industry and at least 1 year in a similar clerical/office administrative role

Skills:

• Experience with ERP systems
• Knowledge of Timesheet management
• Proficiency in Microsoft Word, Excel, PowerPoint
• Excellent communication skills
• Attention to detail
• Interpersonal skills
• Numerical understanding and data entry proficiency