Administration Coordinator

About the Role

Provides administration support for the smooth functioning of the QAS department on a daily basis. Performs secretarial duties, which require the handling of confidential and sensitive information. Represents the department through the management of correspondence. Telephone and personal contacts. Undertakes projects as directed by the QAS Management in order to support Departmental/Corporate initiatives

Responsibilities

• Performs various secretarial and administrative duties to support requirements and maintain the department functions smoothly on a daily basis. Handles a wide variety of situations and tasks involving the administrative function of the office. Tactfully handles enquiries and/or refer to appropriate personnel/department.
• Manages, coordinates and maintains calendar of appointments, travel arrangements, records of communication (documents, faxes, mail) to meet the requirements of QAS Departments, to record, filter, disseminate and communicate all incoming and outgoing matters.
• Provides business documentation support, including report writing, presentation creation and spreadsheet. Preparation and distribution of such materials. Compiles reports as directed and ensure that all files are complete and properly maintained.
• Independently manages multiple tasks and assigned projects whilst respecting the deadlines and simultaneously ensuring the integrity of all information and data. Communicates and provides information internally and externally to assist and enable administrative support and effective service to the concerned sections.
• Manages and maintains database for accurate data (e.g., leave, Industrial Injury (INJD), Airside Vehicle Operators Permit (AVOP), headcount etc.) and generate reports to perform data analysis activities as per the requirement by management.
• Tracks department staff duty travel papers (exit permits, tickets, per diem allowances, hotel and visas). Establishes a confidential filing system for all correspondence generated to and from the QAS Department, categorizes and maintains manuals, sensitive correspondence and other source material.
• Prepares and distributes correspondence, send faxes, reply to emails and telephone calls.
• Follow-up with other sections/departments to ensure that requests are carried out and activities are coordinated.
• Arranges required office equipment for new and existing staff.
• Accesses and maintains records for Department Assets.
• Perform other department duties related to his/her position as directed by the Head of the Department.

About you

Essential 

• Bachelor’s Degree or Equivalent 
• Minimum 2 years of job-related experience
• Experience in an administrative role
• Command of English language
• Excellent communication and computer skills
• Ability to work in a cross-cultural environment
• Maintain confidentiality and self-discipline