Qminimore
COMPANY DESCRIPTION
Qminimore is a digital agency located in Colombo/Australia, specializing in Restaurant & Hospitality, IT consultation. we are dedicated to empowering digital excellence and helping businesses elevate their digital presence.
ROLE DESCRIPTION
This is a full-time on-site role for a Operations Administrator located in Pannipitiya. The Operations Administrator will be responsible for day-to-day office operations and tasks. They will also collaborate with other departments to ensure administrative accuracy and compliance.
WHAT WE NEED YOU TO DO
• Manage the calendar of Top Management, schedule appointments and meetings as needed and take/ record meeting minutes.
• Coordinate and communicate with stakeholders and external parties on behalf of the Top Management.
• Conduct research and prepare reports and presentations as requested by the Top Management.
• Serve as the point of contact for the Top Management, responding to phone calls, emails, and other correspondence.
• Maintain a high level of confidentiality and discretion when handling sensitive information.
• Act as a liaison between the Top Management and other members of the executive team, as well as other employees.
• Any other relevant administrative requests by the Top Management, on an ad hoc basis.
• Prepare daily, weekly, monthly, and quarterly progress reports.
• Maintain clear records of the processes followed to establish connections.
• Organize files and directories in a structured manner for easy browsing.
WHAT WE PREFER YOU HAVE
• Minimum 1 year of relevant work experience in a administrative role.
• Degree or a partially completed HND, or any other equivalent qualification.
• Honest, reliable, proactive, and willing to take initiative.
• Good communication skills in English (verbal and written).
• Excellent word processing skills and good IT skills, with a willingness to learn.
• Ability to work under pressure and to tight deadlines.
• Ability to perform basic research, digest, analysis and present material clearly and concisely.
• Outstanding organizational, interpersonal and time management skills.
• Attention to detail.
• Ability to exercise discretion on confidential matters.
• Strong organizational and multitasking skills with the ability to prioritize effectively.
• Excellent verbal and written communication skills.
• Proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• High degree of professionalism, discretion, and confidentiality.
• Strong problem-solving skills and attention to detail.
• A proactive approach to work and a willingness to go the extra mile.
• Candidate must be based in Sri Lanka.
TASKS AND RESPONSIBILITIES:
Executive Support:
• Manage and maintain the Directors/Top Management schedules, including appointments, meetings arrangements.
• Screen and direct phone calls and distribute correspondence.
• Handle requests and queries appropriately, prioritizing tasks to ensure the Directors/Top Management time is optimized.
• Prepare and edit correspondence, reports, presentations, and other documents. Organize and manage events, meetings, and conferences for the Directors, including preparing agendas, minutes, and follow-up actions.
• Maintain and update the Directors contact lists and relevant databases.
Communication and Liaison:
• Act as the first point of contact for the Directors, managing their communications with internal and external stakeholders.
• Liaise with clients, suppliers, and other staff on behalf of the Directors.
• Facilitate communication and information flow between the Directors and various departments within the organization.
• Coordinate and follow up on projects and tasks assigned by the Directors to ensure timely completion.
Administrative Duties:
• Maintain a comprehensive filing system, both electronic and paper based.
• Handle confidential information with discretion and integrity.
• Ensure the Directors are prepared for all meetings with relevant documents and information.
• Conduct research and compile data as requested by the Directors.
• Ensure all company statutory obligations are met in a timely manner.
Departmental Oversight and Reporting:
• Oversee the smooth running of all intercompany process, ensuring alignment with the company’s goals and objectives.
• Monitor company performance and provide regular reports to the management.
• Identify and address any issues within company, escalating them to the Directors when necessary.
• Collaborate with customer/supplier’s heads to ensure effective communication and coordination across all functions.
Working hours will be 7:00 AM (SL Time) – 4:30 PM (SL Time) from Monday to Saturday.
Monday will be off. Sri Lankan public holidays will not be eligible