Job Title:Administrative Assistants (Administration & Office Support)
Employment Type:Full time
Supervision & Leadership:
Assist the Business Operations Manager in overseeing the Business Support Team, ensuring high levels of responsiveness, customer service, and the efficient delivery of operational support activities.
Lead by example and guide the team to maintain a high standard of accuracy, timeliness, and attention to detail in all tasks.
Operational Support & Administration:
Oversee and manage key administrative functions including pre-payroll support, employee/contractor mobilization and deployment, and other related activities, ensuring the accurate completion of tasks such as:
Verifying employee/contractor timesheets and uploading data into time & attendance systems.
Managing the scheduling of medical check-ups, visa clearance, and mobilization of personnel.
Responding to customer inquiries effectively and efficiently.
Coordinating the preparation of purchase orders and business licenses.
Assisting in the preparation of reports for internal stakeholders, as needed.
Process Improvement & Compliance:
Lead efforts in streamlining and enhancing business support operations by identifying opportunities for improvement and applyingLEANmethodologies.
Ensure adherence to SLAs and KPIs, actively suggesting process improvements to increase operational efficiency and compliance.
Oversee the compliance process for employee/contractor mobilization in line with company and regulatory requirements.
Team Development & Performance Management:
Manage, mentor, and develop a team of business support staff, setting clear expectations and goals.
Provide coaching, training, and performance feedback to team members to ensure continual professional development and high-performance standards.
Handle escalations and resolve issues efficiently, ensuring prompt and effective resolutions.
Stakeholder Management:
Act as a primary point of contact for both internal and external stakeholders.
Foster strong communication and collaboration across departments and teams, ensuring alignment and the successful execution of business support operations.
Ensure that escalated issues or conflicts are addressed and resolved in a timely manner.
Reporting & Business Reviews:
Prepare and present regular business reviews and performance reports for stakeholders, ensuring that insights into team performance, operational efficiency, and key metrics are communicated clearly.
Assist in tracking team progress towards business goals, making data-driven recommendations where necessary.
Strategic Decision-Making & Problem Solving:
Exercise sound judgment and make informed decisions to support the long-term strategic goals of the business.
Ensure that decisions align with the company's operational goals and customer satisfaction targets.
Promote Company Culture & Values:
Champion the company's values and culture, ensuring these are consistently demonstrated by the team.
Promote a customer-centric approach and encourage high standards of service delivery across the team.
Disciplinary & Performance Issues:
Handle any disciplinary or performance issues in accordance with company policy, providing guidance and corrective action when necessary to address and resolve any issues in a constructive manner.
Ad Hoc Duties & Special Projects:
Manage and oversee special projects and ad hoc duties as assigned by the Business Operations Manager, contributing to the growth and success of the business support function.
Ability to Work in a Fast-Paced Environment:
Demonstrate flexibility and adaptability to handle multiple priorities and shifting demands, maintaining a high level of performance in a dynamic and fast-paced environment.
Requirements:
Possessed relevant Bachelor Degree/ Diploma in Business Administration or any related field.
At least 10 years' experience in business support, operations management, or related fields (e.g., customer service, HR, logistics, shared services), with a minimum of 5 years in a leadership or managerial role.
Proven experience managing or supervising a team of 20+ employees, including providing guidance, mentorship, and ensuring team performance aligns with business objectives.
Experience in overseeing cross-functional or cross-border operations will be advantageous, especially in tasks related to employee mobilization, compliance, and process optimization.
Strong project management skills with the ability to drive multiple priorities, meet tight deadlines, and manage competing demands effectively.
Solid understanding and experience with operational efficiency, process improvements, and performance metrics (KPIs) to optimize business support functions and drive continuous improvement.
Demonstrated ability to develop and implement strategies for team performance, including goal-setting, performance appraisals, and training programs to enhance staff capabilities and productivity.
Excellent communication skills, both verbal and written, with the ability to engage with internal and external stakeholders at all levels.
Strong negotiation, problem-solving, and decision-making skills.
High adaptability and ability to thrive in a fast-paced, dynamic environment, with experience in leading teams through periods of change and process transitions.
Certified in Yellow Belt or Green Belt (Lean Six Sigma) will be an added advantage, demonstrating knowledge in process optimization and continuous improvement methodologies.#J-18808-Ljbffr