Personal Assistant

JOB DESCRIPTION

Office Coordinator

Administrative & Coordination Support

Role Overview

We are seeking a highly capable and proactive Office Coordinator to provide comprehensive administrative and operational support to the Managing Director. The ideal candidate is resourceful, detail-oriented, and demonstrates exceptional follow-up skills. Beyond administrative competence, we seek someone with a strong sense of ownership, initiative, and the ability to act as the MD’s trusted operational extension across all functions.

Experience

•        3–5 years of experience as an Office Coordinator, Administrative Assistant, or Secretary supporting senior management.

•        Demonstrated experience in office coordination, administration, and cross-functional liaison.

•        Stable job history with a consistent track record in previous roles is preferred.

Educational Qualification

•        Graduate from a recognised university; a degree or diploma from a secretarial or business administration college is preferred.

•        Additional certifications in office management, administration, or MS Office applications are an advantage.

Key Skills & Competencies

Critical Requirement

•        Exceptional Follow-Up Skills — This is the single most important requirement. The Office Coordinator must be able to consistently track, follow through, and close all delegated tasks without needing reminders.

•        Only female candidates are eligible to apply for this role.

Technical Skills

•        Proficient in MS Office Suite — particularly MS Excel (Pivot Tables, VLOOKUP/HLOOKUP, linking sheets) and MS Word.

•        Proficient in Google Search for online research tasks.

•        Competent in managing email correspondence via Outlook and/or Gmail.

•        Shorthand preferred.

Soft Skills

•        Excellent command of written and spoken English.

•        Strong interpersonal and communication skills to liaise effectively with internal teams and external stakeholders.

•        High level of integrity, reliability, and professional discretion.

•        Proactive attitude with the ability to take ownership and work independently.

•        Ability to manage and influence cross-functional teams diplomatically.

•        Comfortable handling personal and professional tasks on behalf of the MD.

Key Responsibilities

Delegation & Task Management

•        Receive, record, and distribute tasks from the MD to relevant team members with clear deadlines.

•        Maintain a dynamic Delegation Sheet and follow up on all commitments at the agreed date and time.

•        Act as the MD’s operational voice, ensuring tasks are communicated and completed on behalf of the MD.

Communication & Correspondence

•        Manage and respond to the MD’s email inbox.

•        Handle inbound and outbound calls, managing call forwarding and responses professionally.

•        Liaise with clients and stakeholders on the MD’s behalf, including follow-up communications.

Research & Information Management

•        Conduct online research, compile information, and present summaries for the MD’s review.

•        Organise and maintain records, documents, and reports in a structured and accessible manner.

Personal & Administrative Support

•        Coordinate personal tasks for the MD including travel bookings, appointments, event reservations, and household or personal errands.

•        Supervise and assign tasks to office support staff (e.g., runner/office boy) to ensure smooth daily operations.

JOB DESCRIPTION

Office Coordinator

Administrative & Coordination Support

Role Overview

We are seeking a highly capable and proactive Office Coordinator to provide comprehensive administrative and operational support to the Managing Director. The ideal candidate is resourceful, detail-oriented, and demonstrates exceptional follow-up skills. Beyond administrative competence, we seek someone with a strong sense of ownership, initiative, and the ability to act as the MD’s trusted operational extension across all functions.

Experience

•        3–5 years of experience as an Office Coordinator, Administrative Assistant, or Secretary supporting senior management.

•        Demonstrated experience in office coordination, administration, and cross-functional liaison.

•        Stable job history with a consistent track record in previous roles is preferred.

Educational Qualification

•        Graduate from a recognised university; a degree or diploma from a secretarial or business administration college is preferred.

•        Additional certifications in office management, administration, or MS Office applications are an advantage.

Key Skills & Competencies

Critical Requirement

•        Exceptional Follow-Up Skills — This is the single most important requirement. The Office Coordinator must be able to consistently track, follow through, and close all delegated tasks without needing reminders.

•        Only female Married candidates are eligible to apply for this role.

Technical Skills

•        Proficient in MS Office Suite — particularly MS Excel (Pivot Tables, VLOOKUP/HLOOKUP, linking sheets) and MS Word.

•        Proficient in Google Search for online research tasks.

•        Competent in managing email correspondence via Outlook and/or Gmail.

•        Shorthand preferred.

Soft Skills

•        Excellent command of written and spoken English.

•        Strong interpersonal and communication skills to liaise effectively with internal teams and external stakeholders.

•        High level of integrity, reliability, and professional discretion.

•        Proactive attitude with the ability to take ownership and work independently.

•        Ability to manage and influence cross-functional teams diplomatically.

•        Comfortable handling personal and professional tasks on behalf of the MD.

Key Responsibilities

Delegation & Task Management

•        Receive, record, and distribute tasks from the MD to relevant team members with clear deadlines.

•        Maintain a dynamic Delegation Sheet and follow up on all commitments at the agreed date and time.

•        Act as the MD’s operational voice, ensuring tasks are communicated and completed on behalf of the MD.

Communication & Correspondence

•        Manage and respond to the MD’s email inbox.

•        Handle inbound and outbound calls, managing call forwarding and responses professionally.

•        Liaise with clients and stakeholders on the MD’s behalf, including follow-up communications.

Research & Information Management

•        Conduct online research, compile information, and present summaries for the MD’s review.

•        Organise and maintain records, documents, and reports in a structured and accessible manner.

Personal & Administrative Support

•        Coordinate personal tasks for the MD including travel bookings, appointments, event reservations, and household or personal errands.

•        Supervise and assign tasks to office support staff (e.g., runner/office boy) to ensure smooth daily operations.

• It is a Full Time Receptionist job for candidates with 3 - 5 years of experience.