Office Diary Support/ Office Administrator - Beauty Industry

Our client is looking for an Office Diary Support candidate whose role typically involves managing the schedule and appointments of one or more individuals in an office setting.

Responsibilities include:

Manage Scheduling: Maintain and update calendars for office personnel. Schedule, reschedule, and cancel appointments as needed. Ensure that scheduling conflicts are resolved smoothly.
Coordinate Meetings: Organize internal and external meetings, including preparing meeting agendas, booking rooms, arranging necessary equipment, and providing reminders to participants.
Communication: Act as a point of contact for internal and external stakeholders trying to reach the office personnel. Manage communication regarding appointment requests and changes.
Document Preparation and Management: Assist in preparing documents for meetings and presentations. Manage files and documents related to appointments and schedules.
Travel Arrangements: Coordinate travel itineraries and bookings for business trips, including flights, accommodation, and ground transportation.
Report Generation: Generate regular reports on appointment trends, schedule adherence, and other metrics as required by management.
Process Improvement: Identify and suggest improvements in scheduling processes and tools to increase efficiency.
Confidentiality: Maintain the confidentiality of all sensitive information.

Requirements

Required Hard Skills:

Essential administrative experience.
Proficiency in managing multiple online diaries and professional client communication.
Computer literacy is mandatory, with specific knowledge in the following software: Skynamo online tracking system, One Drive, Outlook (emails and calendar), and Excel.

Desired Soft Skills:

Strong interpersonal, organizational, administrative, and multitasking abilities.
Excellent communication skills with a keen eye for detail.
Proficient in problem-solving and strategic planning.
Fluent in English, both verbal and written.
Ability to complete tasks thoroughly, seek support when necessary, and use multiple communication tools effectively (WhatsApp, emails, calls, online diaries).
Willingness and capability to learn and adhere to company SOPs.

Non-Negotiable Requirements:

Reliable transportation to and from work is required; a car with a valid drivers license is preferred.
No external employment, including at a beauty salon, is permitted during work or on weekends. Additionally, we are unable to hire individuals currently studying for a career change.
Family support is necessary for child care, where applicable, as the role is full-time without flexible hours.
Non-smoking candidates only.
Must maintain a presentable appearance, including attire, hair, and makeup.

Benefits