We are seeking a detail-oriented and organized Administrative Clerk / Technical Engineering Clerk to provide comprehensive administrative and clerical support to the Department Head, ensuring smooth day-to-day office operations. The ideal candidate will be responsible for maintaining documentation, coordinating schedules, processing administrative requests, and supporting internal communication while ensuring accuracy, confidentiality, and efficiency.
Key Responsibilities
* Provide administrative and clerical support to the Department Head.
* Maintain employee records, filing systems, and timekeeping documentation.
* Process leave requests, expense reimbursements, vendor payments, gate passes, and other administrative transactions.
* Prepare reports, letters, meeting minutes, and official correspondence.
* Manage calendars, schedule meetings, appointments, and travel arrangements.
* Handle incoming calls, emails, visitors, and general correspondence professionally.
* Review, edit, and format documents to ensure accuracy and compliance.
* Monitor office supplies, equipment, and administrative procedures.
* Coordinate communication between the Department Head, internal teams, and external stakeholders.
* Perform other administrative duties as assigned.
Requirements
- 5 - 8 years of work experience
- Diploma in one of the following disciplines - Business Administration, Human Resources, Office Administration, Secretarial Studies, Accounting, Management Information Systems (MIS), Marketing.
- Provides clerical support to a Department Head
- Scope includes routine clerical tasks
- Maintains Department timekeeping and filing systems, initiates employee actions, expense reimbursements, leave processing, vendor payments, gate passes and other miscellaneous system related tasks
- Types reports, letters and other routine correspondence, and takes dictation and minutes as required
- Manages diary, schedules meetings and appointments, and handles travel arrangements
- Screens and directs telephone calls and visitors accordingly, and handles requests and queries appropriately
- Receives and distributes incoming mail / correspondence
- Acts as point of contact for document review, editing and formatting
- Operates office equipment, and maintains office systems and procedures
- Acts as point of contact between the Director and direct reports, as well as other internal/external contacts, orders and manages office supplies, and performs other duties as requested by the Department Head