Administrative Assistant

Our Client, a company in the Crop Science and Seed Processing industry is looking to hire an Administrative Assistant. The Administrative Assistant will provide efficient and professional administration, operational, and coordination support to the organisation. The role is responsible for managing schedules, coordinating meetings and travel, maintaining accurate records, supporting procurement and invoice processing, assisting with office operations, and ensuring a welcoming and well-organised office environment.

Key Responsibilities

1. Scheduling & Logistics

• Maintain and coordinate corporate calendars, appointments, and schedules.
• Schedule internal and external meetings and appointments.
• Coordinate travel arrangements, including flights, accommodation, transportation, and itineraries.
• Assist with planning and coordinating business events, workshops, and other organisational activities.
• Ensure timely communication of schedules, changes, and appointments to relevant stakeholders.

2. Document & Records Management

• Receive, organise, file, and maintain purchase orders and supplier documentation.
• Handle supplier invoices and ensure accurate and timely submission for payment processing.
• Maintain organised physical and electronic filing systems.
• Ensure documents and records are properly stored, easily accessible, and handled confidentially.
• Support the maintenance and updating of administrative records and databases.

3. Meeting & Administrative Support

• Book and prepare meeting rooms for internal and external meetings.
• Coordinate meeting logistics, including room setup, equipment, refreshments, and materials where required.
• Prepare meeting agendas, attendance lists, minutes, and other supporting documentation as requested.
• Provide general administrative assistance to management and team members.

4. Reception & Visitor Relations

• Provide a professional and welcoming reception service to visitors, clients, suppliers, and other guests.
• Receive and direct visitors to the appropriate department or individual.
• Manage incoming calls, correspondence, and general enquiries.
• Maintain an organised and professional reception and office environment.
• Ensure visitors comply with relevant office access and security procedures.

5. Office Operations & Vendor Coordination

• Support the smooth running of routine day-to-day office operations.
• Coordinate with suppliers, service providers, and vendors on administrative and operational matters.