Administrative Assistant – Vacancy
Job Summary
The administrative assistant will support and coordinate administrative operations within SPEK Limited, ensuring efficient day-to-day office management. The role is responsible for maintaining organized records, managing schedules, handling correspondence, and supporting internal coordination across departments to ensure smooth business operations.
In addition, the administrative assistant will provide executive support to directors and ensure timely follow-up on key actions and priorities.
The administrative assistant will also provide support in procurement and tendering processes, including preparing documentation, liaising with suppliers, and tracking submission deadlines. The role requires maintaining professionalism, confidentiality, and strong organizational standards while assisting with meetings, travel arrangements, and other administrative tasks to support the operational needs of SPEK Limited.
The administrative assistant will support and coordinate administrative operations within SPEK Limited, ensuring efficient day-to-day office management. The role is responsible for maintaining organized records, managing schedules, handling correspondence, and supporting internal coordination across departments to ensure smooth business operations.
In addition, the administrative assistant will provide executive support to directors and ensure timely follow-up on key actions and priorities.
The administrative assistant will also provide support in procurement and tendering processes, including preparing documentation, liaising with suppliers, and tracking submission deadlines. The role requires maintaining professionalism, confidentiality, and strong organizational standards while assisting with meetings, travel arrangements, and other administrative tasks to support the operational needs of SPEK Limited.
Key Responsibilities
1. Administration
- Manage day-to-day office operations to ensure efficiency and organization.
- Schedule meetings, appointments, and maintain calendars.
- Prepare, format, and manage correspondence, reports, and documents.
- Handle incoming calls, emails, and general inquiries.
- Maintain organized filing systems (physical and electronic).
- Coordinate travel arrangements and logistics.
- Monitor office supplies and liaise with vendors for procurement.
- Welcome visitors and maintain a professional office environment.
- Maintain an accurate and up-to-date registry for all incoming and outgoing correspondence.
- Ensure timely tracking, renewal, and compliance of all organizational legal and statutory documents, including licenses, certificates, and permits in accordance with regulatory requirements.
2. Executive Support
- Prepare and manage executive communications, reports, presentations, and briefing materials, ensuring accuracy and confidentiality.
- Coordinate and follow up on key action items, projects, and strategic initiatives to support timely decision-making and execution.
3. Coordination and Office Support
- Assist in organizing staff meetings, training sessions, and internal events.
- Support cross-departmental administrative needs.
4. Procurement and Tendering Support
- Assist in preparing and compiling tender documents and submissions.
- Coordinate collection of required documentation for bids (e.g., company profiles, certificates, compliance documents).
- Track tender deadlines and ensure timely submission of bids.
- Liaise with suppliers and service providers for quotations and proposals.
- Maintain records of tenders, contracts, and supplier documentation.
- Support bid evaluation documentation and internal approval processes.
- Assist in drafting basic procurement documents (RFQs, LPOs, etc.).
5. General Duties
- Perform any other administrative duties as assigned and in promotion of teamwork.
Preferred Qualifications
- Bachelor’s degree in business administration, management, marketing, or a related field.
- Minimum of two years’ experience in an administrative role.
- Excellent communication and interpersonal skills.
- Strong organizational and multitasking abilities.
- Proficiency in Microsoft Office Suite, including Word, Excel, and Outlook.
- Ability to work independently and collaboratively within a team environment.
- High level of integrity, confidentiality, and accountability.
- Adaptable, proactive, and willing to learn in a dynamic work environment.
How to Apply
Interested candidates should submit their CV and a brief cover letter to:
Application Deadline: 31st May 2026.
