Office Assistant

We are looking for a responsible, organized, and proactive Office Administration & Coordination Executive to manage day-to-day office activities, official communication, email correspondence, documentation, and coordination with clients, contractors, vendors, employees, and management.

The candidate will be responsible for ensuring smooth office operations and timely follow-up of all assigned activities.

Key Responsibilities1. Office Administration

• Manage day-to-day office operations and administrative activities.
• Maintain office records, documents, files, and correspondence.
• Coordinate with internal and external stakeholders for routine requirements.
• Maintain proper filing and documentation systems.
• Assist management in routine administrative work.

2. Email & Communication

• Manage official company email communication.
• Draft, send, receive, and follow up on emails.
• Prepare professional letters, quotations, enquiries, offers, and other correspondence.
• Ensure timely responses to clients, vendors, contractors, and other organizations.
• Maintain proper records of important email communication and follow-ups.

3. Client & Vendor Coordination

• Coordinate with clients, contractors, suppliers, and service providers.
• Follow up on quotations, technical offers, purchase requirements, deliveries, payments, and pending matters.
• Communicate requirements received from management to the concerned person/team.
• Maintain a follow-up tracker and provide regular updates.

4. Tender & Documentation Support

• Assist in preparation and submission of tender/bid documents.
• Collect required documents from different departments and vendors.
• Maintain company certificates, registrations, experience documents, financial documents, and other records required for bids.
• Track tender deadlines and submission requirements.
• Coordinate with management for timely completion of bid documentation.

5. Reporting & Follow-up

• Prepare daily/weekly status reports as required.
• Maintain pending-work and follow-up lists.
• Remind concerned persons about important deadlines and commitments.
• Escalate critical or delayed matters to management.

6. Coordination & Scheduling

• Coordinate meetings, online calls, site visits, travel arrangements, and appointments.
• Maintain calendars and schedules for management.
• Coordinate with site teams regarding documents, requirements, and updates.
• Assist in arranging logistics when required.
• Required SkillsGood written and verbal communication skills.
• Good knowledge of MS Word, MS Excel, PowerPoint, and Outlook/Gmail.
• Ability to write professional emails independently.
• Good documentation and record-keeping skills.
• Strong follow-up and coordination ability.
• Good organizational and time-management skills.
• Ability to communicate with clients, vendors, contractors, and senior management.
• Ability to handle multiple tasks simultaneously.
• Basic understanding of quotations, purchase orders, invoices, tenders, and business documentation will be an advantage.