Administrative Assistant

Job Title: Administrative Assistant

Position Summary:

We are seeking a diligent and versatile Administrative Assistant to provide essential support to the Administrator and ensures the smooth operation of the Construction and Projects Department. This role involves preparing reports, organizing and maintaining documents, managing administrative records, coordinating travel and logistics, handling petty cash settlements, and overseeing other administrative functions. The ideal candidate must be highly organized, detail-oriented, and capable of multitasking efficiently in a fast-paced environment.

1. Project Planning and Scheduling:
Assist the Administrator with administrative tasks.
Organize and maintain departmental documents and files (physical and digital).
Ensure compliance with company policies and procedures.
Draft reports, letters, memos, and other documents.
Maintain administrative records and documentation.

2. Report Preparation and Documentation:
Prepare reports related to HR, procurement, and administration.
Ensure reports are accurate and submitted on time.
Generate monthly, quarterly, and annual reports.
Maintain organized records of reports and correspondence.

3. Procurement and Logistics Coordination:
Track administrative requests and raise ERP system requests.
Prepare procurement reports and documentation.
Coordinate travel arrangements and logistics for site visits.
Assist with organizing meetings and events.

4. Finance and Expense Management:
Manage petty cash and maintain expense records.
Update expenses by project or cost center.
Ensure timely reconciliation of department expenses.
Assist in cost-control efforts.

5. General Office Administration:
Greet visitors professionally and direct them.
Maintain and update administrative records.
Monitor and replenish office supplies.
Track employee visa statuses and handle necessary actions.
Manage visa, permit applications, and other submissions.
Assist with special projects and other tasks.

6. Other Tasks:
Perform tasks in Male’ or other locations as required by the department.

Education & Qualifications:
• GCE A’ Level Standard
• Additional certifications in office management or administrative support are an advantage.
• Strong Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Strong Microsoft Excel skills for data analysis and reporting.
• Proficiency with Microsoft Office 365 Online Email Client and other applications such as Teams, MS Planner.
• Excellent interpersonal skills.

Interested candidates please apply using the link below;

How to Apply:
- Interested applicants may send their complete CV with ID/Passport copy, supporting documents and recent passport size photo to: careers@villa.com.mv