This role is responsible for providing comprehensive administrative support to both supervisory and non-supervisory employees, including research, data compilation, report preparation, and record maintenance. The role entails solving various administrative problems with minimal supervision and sharing financial insights with senior and executive stakeholders. The role requires coordination with internal and possibly external work units or departments and acting as a primary point of contact for high-level interactions. The role involves maintaining a strong internal control environment, ensuring data confidentiality, and supporting business processes with independent judgment while adhering to established standards and policies.
Responsibilities
• Highly organized and detail-oriented skills for performing general administrative support tasks involved in an organization and assisting supervisory and non-supervisory employees with various administrative support tasks.
• Proactively drive initiatives to meet deadlines, manage/own special projects with ease and flexibility. Champion tactical and strategic administrative tasks
• Conducts basic research tasks, such as gathering information for reports or projects, in collaboration with relevant stakeholders.
• Performs administrative tasks including general filing and records maintenance, compiles data for reports, prepares expense reports, prepares/edits presentations, and other established general administrative tasks.
• Identifies and solves varied administrative problems and completes day-to-day tasks with forward planning and minimal supervision.
• Prepares financial reports, budgets, and expense analysis, and shares insights of the data analysis with senior stakeholders for decision-making.
• Collaborates with colleagues within the department and external departments to effectively manage tasks and projects within the administrative role.
• Acts as a primary point of contact to interact with high-level executives, clients, or partners on behalf of the team or department.
• Ensures the establishment and continuous oversight of a robust internal control framework, organizational structure, and procedures, which includes the responsibility for drafting, implementing, and enforcing designated controls and policies.
• Adheres to established standards, ensuring data confidentiality, and supports execution of business processes with independent judgment.
• Provides guidance, mentoring, and training to individual contributors in lower-level roles, and contributes to their growth in the organization.
• Record retention Project Management tasks:
Work in coordination with records officer and records coordinators to establish the appropriate folder structure for RIM sharepoint
upload and maintain all P3D/HP AM unstructured records via the provided Bot/Sharepoint
Implement recurrent
• Implement process on Site visits: Create and update a visit protocol to keep track and manage all P3D/HP AM building visits.
Knowledge & Skills
• Accounting
• Administrative Support
• Project Management
• Data Management
• Billing
• Booking (Sales)
• Calendar Management
• Customer Data Management
• Data Entry
• Expense Reports
• Finance
• Front Office
• Invoicing
• Marketing
• Microsoft SharePoint
• Office Equipment
• Office Management
• Office Supply Management
• Presentation Software
• Purchasing
• SAP Applications
• Travel Arrangements
Cross-Org Skills
• Effective Communication
• Results Orientation
• Learning Agility
• Digital Fluency
• Customer Centricity
Impact & Scope
• Impacts multiple teams and acts as a project leader providing direction to team activities and facilitates information validation and team decision making process.
Complexity
• Works on assignments that are moderately complex in nature and require intermediate problem resolution.
Disclaimer
• This job description describes the general nature and level of work performed in this role. It is not intended to be an exhaustive list of all duties, skills, responsibilities, knowledge, etc. These may be subject to change and additional functions may be assigned as needed by management.