Position: Part-Time Administrative & Support Assistant

1. Objective

To provide part-time administrative, operational, and coordination support to ensure smooth day-to-day business operations and efficient workflow management.

2. Scope of Services

2.1 Administrative Support

• Perform general administrative duties such as data entry, filing, and document management
• Prepare, format, and maintain reports, letters, and records
• Manage emails, correspondence, and basic communication on behalf of the company

2.2 Scheduling & Coordination

• Assist in scheduling meetings, appointments, and events
• Coordinate with internal team members and external stakeholders
• Maintain calendars and track deadlines

2.3 Financial & Documentation Support

• Assist in preparing invoices, quotations, and purchase orders
• Track expenses and maintain basic financial records
• Support document submission for compliance, licensing, or certification (if applicable)

2.4 Operations Support

• Provide support for daily business operations and project coordination
• Assist in procurement, vendor coordination, and follow-ups
• Maintain inventory records (if required)

2.5 Customer / Client Support

• Respond to basic customer or client inquiries
• Maintain customer databases and update records
• Support follow-ups on sales leads or service requests

2.6 Digital & System Support

• Maintain digital filing systems (e.g., cloud storage, CRM, spreadsheets)
• Update company databases and internal systems
• Assist with basic IT coordination (liaising with vendors if needed)

3. Deliverables

• Accurate and timely completion of assigned administrative tasks
• Updated and organized documentation and records
• Weekly or monthly status reports (as required)
• Timely coordination and communication with stakeholders

4. Working Hours

• Part-time basis: 1 year and beyond
• Flexible hours subject to business needs and mutual agreement

5. Reporting Line

• Reports directly to: [Manager / Director / Business Owner]
• Works closely with internal teams and external partners

6. Key Skills & Requirements

• Basic proficiency in Microsoft Office / Google Workspace
• Good organizational and time management skills
• Strong communication (written and verbal)
• Attention to detail and ability to multitask
• Prior administrative experience preferred

7. Performance Indicators (KPIs)

• Timeliness and accuracy of work
• Responsiveness and communication effectiveness
• Ability to meet deadlines
• Quality of documentation and organization

8. Confidentiality

• Maintain strict confidentiality of company information, financial data, and client records

9. Duration

• Initial engagement period: 6 to 12 months part time. Convert to full time after 1 year
• Subject to review and renewal based on performance