Job Purpose

The Junior Administrator will play a crucial role in providing extensive administrative support to the Operations team, Branch Manager, and overseeing general office tasks. This pivotal position significantly enhances departmental effectiveness by delivering efficient administrative assistance and ensuring the smooth operation of daily activities. Additionally, they will facilitate effective communication and coordination across different departments or teams, contributing to various aspects of business operations.

Key Responsibilities Administrative Tasks

• Managing administrative tasks and prioritizing tasks efficiently to meet deadlines and achieve objectives.
• Assisting multiple order management simultaneously while maintaining quality and accuracy.
• Keeping track of orders timelines and milestones to ensure timely completion.
• Manage incoming and outgoing correspondence, including emails, phone calls, and mail distribution.
• Working under pressure and managing stress effectively in a fast-paced environment.
• Collaborating with team members and clients to drive projects forward.
• Offer comprehensive administrative assistance to the CEM / Branch Manager.
• Ensure a high level of client satisfaction by addressing client inquiries, resolving issues, and delivering projects that meet or exceed client expectations.

Administrative Support

• Attend and actively participate in relevant meetings, training sessions, and other developmental activities as necessary.
• Prepare and disseminate correspondence, memos, and other documents as required.
• Coordinate meeting schedules, serve as the initial point of contact, and ensure all relevant documentation and information are readily available to all parties.
• Handle phone inquiries and respond to client requests promptly and efficiently.
• Support customers and the team to ensure ongoing team performance.
• Aid in the creation and distribution of reports as requested by the CEM / Branch Manager.
• Assist in soliciting quotes, processing orders, etc.
• Act as the primary liaison between departments and clients.
• Organize paperwork for orders/projects.
• Gather and analyse client feedback to assess satisfaction levels regarding orders and support services.
• Conduct regular check-ins with clients through courtesy calls.
• Adhere to order deadlines.
• Provide indispensable support to the manager, assisting in decision-making, coordinating tasks, and ensuring smooth operations.
• Collaborate with cross-functional departments including technicians, sales, operations, and customer support to ensure seamless execution of projects and tasks.
• Adhere to order deadlines.

Coordination and Communication

• Coordinate with other departments and external parties such as Vendors etc. to facilitate smooth operations.
• Communicate effectively with team members and Branch Manager regarding administrative matters.

Special Projects

• Assist in special projects and initiatives as assigned by departmental manager/s.
• Contribute ideas and suggestions for process improvements and efficiency enhancements.

Compliance and Quality Assurance

• Ensure compliance with company policies and procedures in all administrative tasks.
• Assist in maintaining quality standards and adhering to regulatory requirements.

Required Knowledge, Skills, and Abilities

• Customer service orientated.
• Ability to work under pressurized environment.
• Self-starter.
• Committed, positive and hardworking.
• Excellent interpersonal and communication skills and the ability to build strong relationships.
• Computer Literate (MS Office & CRM system).
• Highly motivated and passionate.