ADMIN EXECUTIVE

This position is responsible for handling office tasks, providing polite and professionalassistance via phone, mail, and e-mail, and generally being a helpful and positive presence inthe workplace. This position requires strong interpersonal skills, the ability to manage multipletasks at once, and a wide breadth of experience managing clerical responsibilities.

Core Duties and Responsibilities

• Communication & Correspondence:Answer phone calls, screen callers, and direct inquiries.Draft, compose, and edit emails, letters, memos, and official reports.Greet visitors and manage front-desk or reception duties.
• Calendar & Travel Coordination:Schedule and coordinate meetings, appointments, and calendar events.Make travel arrangements, book accommodations, and prepare itineraries.
• Office & Supply Management:Monitor, order, and restock office supplies.Coordinate equipment maintenance, repairs, and vendor services.Keep the office clean, organized, and stocked.
• Data Entry & Recordkeeping:Maintain digital and physical filing systems.Input data into databases, spreadsheets, or specialized software.Take minutes during staff or board meetings.
• Financial & Administrative Support:Process invoices, purchase orders, and track departmental expenses.Assist with onboarding new staff or handling confidential human resources/audit paperwork.

Verify and confirm overflight and air navigation charges are invoiced correctly and approved for timely payment to Authorities.

Manage high volumes of invoices during peak periods while ensuring payments are processed by their due dates.

Liaise with relevant stakeholders to promptly resolve any payment discrepancies.

Maintain accurate, well-organised records and documentation to support timely processing, reconciliation of invoices, and audit requirements.