Administrative Specialist Full Time

As Administration Specialist, you will play a crucial role in ensuring the smooth operation of various administrative tasks, including travel arrangements, accommodation bookings, gate pass preparation, call handling, and managing employee visas and residencies. Your attention to detail, strong communication skills, and ability to multitask will be essential in maintaining efficient administrative processes of resources at the program.

Responsibilities:

• Provide administrative assistance to the assigned department(s) as required, including filing, data entry, and document preparation.
• Coordinate and book flights, accommodations, and transportation for employees and executives going in and out of the program.
• Ensure travel plans align with company policies and budget constraints.
• Provide necessary travel itineraries and documents to travelers.
• Prepare gate passes and access cards for visitors, contractors, and employees.
• Collaborate with security personnel to ensure proper documentation and authorization.
• Answer incoming calls, direct calls to the appropriate personnel, and take messages when necessary.
• Greet and assist visitors, ensuring a positive and professional front desk experience.
• Manage the process of obtaining and renewing employee visas, work permits, and residencies.
• Collaborate with relevant government authorities to ensure compliance with regulations.
• Maintain accurate and organized records of travel arrangements, gate pass issuance, and visa processes.
• Update employee databases and documentation as needed.
• Assist in organizing company events, meetings, and workshops.
• Liaise with internal teams, external vendors, and service providers to ensure seamless operations.
• Communicate travel and access details effectively to all stakeholders.
• Stay informed about relevant laws, regulations, and company policies related to travel, access control, and visas.
• Ensure all processes and documentation adhere to legal and regulatory requirements.

Educational Qualifications & Work Experience

• Bachelor’s degree or equivalent.
• Proven experience of at least 5 years, in an administrative role, preferably with exposure to travel coordination, gate pass issuance, and visa administration.

Competencies

• Strong organizational skills and attention to detail.
• Proficiency in using standard office software, including Microsoft Office Suite.
• Excellent verbal and written communication abilities.
• Customer-centric approach with a professional demeanor.
• Ability to manage multiple tasks and prioritize effectively in a fast-paced environment.
• Familiarity with visa and residency processes and regulations is advantageous.
• Familiarity with inventory management systems and enterprise resource planning (ERP) software.