Duties and Responsibilities

1. Driver Scheduling and Coordination

• Prepare and maintain the daily and weekly schedule of the company driver.
• Coordinate transportation requests, pick-ups, drop-offs, meetings, errands, and official company trips.
• Prioritize and arrange driver requests based on urgency and management requirements.
• Communicate the driver's schedule and changes to concerned employees and departments.
• Monitor the driver's availability and ensure proper scheduling to avoid conflicts.
• Maintain a record of completed trips, assignments, and transportation requests.
• Coordinate vehicle use, maintenance schedules, registration, and other vehicle-related administrative requirements when necessary.

2. Office Administration

• Provide general administrative support to the HR, Management, and other departments.
• Assist in maintaining organized office files, records, documents, and administrative reports.
• Prepare, encode, print, scan, photocopy, and file documents as needed.
• Monitor office supplies, pantry supplies, and other administrative materials and coordinate replenishment when necessary.
• Receive and distribute documents, packages, and other office communications.
• Assist in coordinating meetings, appointments, and office activities.
• Maintain an organized and professional office environment.

3. Administrative Coordination

• Coordinate with employees, departments, suppliers, service providers, and other external parties regarding administrative requirements.
• Assist in processing purchase requests, office supplies, repairs, maintenance, and other administrative concerns.
• Monitor pending administrative requests and follow up with concerned personnel.
• Assist in preparing administrative reports, schedules, trackers, and monitoring sheets.
• Maintain confidentiality of company documents and information.

4. Office and Facilities Support

• Monitor office facilities and report repair, maintenance, and other concerns to the appropriate personnel.
• Coordinate with building administration, maintenance personnel, and service providers when required.
• Assist in monitoring office cleanliness, safety, security, and general workplace conditions.
• Ensure that common areas and office facilities are properly maintained.

5. Records and Documentation

• Maintain accurate and updated administrative files and records.
• Monitor driver schedules, vehicle documents, maintenance records, and related files.
• Assist in preparing documentation for company transactions, permits, and other administrative requirements.
• Ensure proper filing and safekeeping of company documents.

6. Other Administrative Duties

• Assist Management and HR with administrative tasks and special assignments.
• Provide support during company meetings, events, training, and other activities.
• Perform other related duties that may be assigned by Management from time to time.
• Maintain professionalism, confidentiality, and proper coordination in all administrative activities.

Key Responsibilities

The Admin Assistant is expected to ensure that:

• Driver schedules are properly coordinated and updated.
• Transportation requests are properly recorded and prioritized.
• Office administrative requirements are attended to promptly.
• Office supplies and facilities are properly monitored.
• Documents and records are organized and properly maintained.
• Administrative concerns are properly communicated and followed up.
• Management and departments receive timely administrative support.