Administrative Assistant

Position Purpose 

The purpose of this role is to handle a wide range of administrative support tasks. This person must be exceedingly well organized, flexible and enjoy the administrative challenges of supporting an office of diverse people and projects. 

 

Duties and Responsibilities

Administration 

  • General office management (answer all incoming office calls, stationary ordering, and contract follow-up, contacting suppliers for office requirements/repairs, fax/mail distribution, post office duties, ordering of supplies for meetings and office, maintenance of overall office environment). 

  • Responsible for various general office administrative duties which include handling phone calls, typing, filing, photocopying, scanning and data entry documents handling and some basic customer service duties etc. 

  • General administrative activities supporting cross functional teams. 

  • Receive, sort and distribute incoming & outgoing correspondences, e-mails, faxes, and courier documents to respective staff or department. 

  • Handling incoming calls or enquiries and obtaining all relevant information and passing on to respective staff or department.  

  • Perform work related errands as requested such as going to the post office.  

  • Support Axios Thailand with travel and accommodation logistics, laptop management, documentation etc. 

  • Event Management e.g. annual strategy meeting, book lunches, dinners and client entertainment. 

  • Book, and set up meeting rooms to include tea, coffees and water. 

  • Organize meeting room ensuring projector screens, white boards, markers are all included. 

  • Additional duties as required. 

     

Finance 

  • Management of petty cash expenses and monthly petty cash book-keeping, working with Finance Manager. 

  • Maintenance and responsibility for filing and record keeping for vendors and office expenses and bank records. 

  • Responsible for the coding of invoices/expenses and Harvest inputs. 

  • Additional duties as required. 

HR 

  • Assist HR Manager as required including the scheduling of local interviews for Country Operations Manager and Program Managers. 
  • Book meeting rooms accordingly for the interviews. 
  • Support HR Head Office in contacting, following up with local candidates as required. 
  • Confidential filing and management of local staff files. 
  • Additional duties as required. 

 

Relationships 

  • Direct line reporting to the Program Assistant. 

  • Close working relationship with the Thailand team and HQ. 

  • Communication with external parties. 

 

Special Skills and Knowledge 

  • Well organized with numeracy and analytical skills. 

  • Attention to detail with methodical thinking. 

  • Interpersonal skills. 

  • Strong communication and writing skills. 

  • Flexible and pro-active attitude. 

  • Strong competency in Excel, PowerPoint and the full MS Office Suite. 

  • Fluency in written and spoken Thai with a good working knowledge of English.  

     

Competencies 

 

  • Teamwork
  • Personal organization
  • Concern for order and quality
  • Application of job knowledge 
  • Knowledge and information Management

 

Educational Background and Experience 

  • 2 years of working experience in office administration is ideal.
  • Ability to meet deadlines. 
  • Maturity, autonomy and rigor in work. 
  • Capacity to coordinate multiple and varied tasks and deliver timely and quality work. 
  • Self-motivated with excellent initiative. 
  • Excellent organizational and multitasking skills.