Administrative Officer at AVENTA Electric Cars

Job Summary:

• We are seeking a highly organized and proactive Administrative Officer to support daily office operations and ensure efficient administrative processes across projects and departments.
• The ideal candidate must have strong experience in managing administrative systems, coordinating logistics, supporting teams, and handling documentation in a structured work environment. The role requires excellent organizational skills, attention to detail, and the ability to work across multiple priorities.

Key Responsibilities:

Office Administration & Operations:

• Oversee daily office operations and ensure smooth administrative functioning.
• Maintain office systems, filing structures, and document management processes.
• Manage office supplies, inventory, and vendor relationships.
• Ensure proper maintenance of office facilities and equipment.

Project & Team Support:

• Provide administrative support to project teams across multiple locations.
• Coordinate travel arrangements, accommodation, and logistics for staff and field teams.
• Assist in scheduling meetings, site visits, and stakeholder engagements.
• Support onboarding and documentation for staff and consultants.

Documentation & Record Management:

• Maintain accurate records of contracts, correspondence, and operational documentation.
• Ensure proper filing (physical and digital) in line with organizational standards.
• Assist in preparing reports, presentations, and official communications.
• Support documentation processes to ensure compliance with internal and external requirements.

Stakeholder Coordination & Communication:

• Serve as a point of contact for internal and external administrative communications.
• Liaise with vendors, service providers, and relevant stakeholders as needed.
• Support coordination with partners and external parties on administrative matters.

Financial & Procurement Support:

• Assist in processing invoices, expense tracking, and basic financial documentation.
• Support procurement processes including vendor sourcing, quotation requests, and purchase tracking.
• Ensure adherence to organizational procurement procedures.

Compliance & General Support:

• Ensure adherence to company policies, procedures, and administrative controls.
• Support audit processes by providing required documentation and records.
• Assist in implementing administrative policies and improving internal processes.

Requirements

Qualifications & Requirements:

Education & Experience:

• BSc/HND in Business Administration, Public Administration, Management, or related field.
• Minimum of 3–5 years of administrative experience with demonstrated ability to manage office operations, documentation, and team support in a structured work environment.

Technical Competencies:

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Strong document management and record-keeping skills.
• Familiarity with procurement and basic financial processes.
• Experience using administrative or workflow management tools is an advantage.

Personal Attributes:

• Strong organizational and time management skills.
• High level of attention to detail and accuracy.
• Excellent communication and interpersonal skills.
• Ability to multitask and manage priorities effectively.
• Proactive, reliable, and able to work with minimal supervision.