Admin Assistant

**Company Description**
Basmala Beads is an established brand with over five years of experience in creating and selling high-quality Islamic prayer beads and accessories. With a strong international presence, we proudly serve over 10,000 customers across 23 countries. Our success has been driven by a remote team and the dedicated efforts of our founders. As we continue to grow, we are expanding their on-the-ground team.

**Key Responsibilities**:
**1. General Office Support**:

- ** Office Filing Systems**:Maintain organized and efficient physical and electronic filing systems. Ensure that records are filed correctly and that information is easy to retrieve. Regularly update and audit files to ensure they are accurate and compliant with any applicable regulations.
- ** Office Supplies & Inventory Management**: Monitor inventory levels of office supplies and reorder items as necessary. Track usage, ensuring there are sufficient supplies on hand for day-to-day operations. Work with vendors to source quality supplies at competitive prices.
- ** Document Preparation**: Prepare documents, forms, reports, and correspondence. Ensure all materials are well-organized and ready for distribution. Assist with the preparation of meeting materials, presentations, and other documentation as required by leadership or departments.

**2. Scheduling & Calendar Management**:

- ** Meeting & Appointment Coordination**:Schedule appointments and meetings for managers, executives, or teams. This includes managing calendars, booking conference rooms, and ensuring that meeting times do not conflict. Send reminders and confirm attendance.
- ** Event Coordination**:Organize and coordinate internal and external events such as team meetings, client conferences, and corporate events. This includes managing logistics, securing locations, handling catering or refreshments, and preparing materials or agendas.
- ** Travel Arrangements**: Book travel (flights, hotels, rental cars) for staff members or executives. Ensure that travel itineraries are accurate and cost-effective. Provide employees with necessary travel documentation, itineraries, and expense guidelines.
- ** Meeting Agendas & Minutes**:Prepare meeting agendas in advance and distribute them to participants. Take detailed notes during meetings, capture key discussion points, action items, and deadlines. Distribute meeting minutes afterward and follow up on action items as necessary.

**3. Communication & Correspondence**:

- ** Internal & External Communication**:Serve as a liaison between departments, management, and external stakeholders (e.g., clients, suppliers, partners). Ensure effective, timely communication across all channels. Respond to routine inquiries and manage follow-up actions.
- ** Document Proofreading & Editing**:Review and proofread documents for accuracy, grammar, and formatting before they are finalized or sent out. Ensure that all documents adhere to company style guides and formatting standards.
- ** Client & Vendor Relations**: Maintain professional relationships with clients, customers, and vendors. Assist in coordinating client visits, handling inquiries, and addressing service requests. Support vendor management activities, including processing purchase orders, invoicing, and maintaining vendor contact information.

**4. Data Entry & Reporting**:

- ** Data Management**:Maintain and update databases or spreadsheets for tracking important information, including client records, financial data, inventory logs, and project timelines. Ensure that data is entered accurately and kept up-to-date.
- ** Report Generation**:Compile data and generate reports for management or team members. These reports may include sales, operational performance, or project updates. Ensure that the reports are clear, accurate, and delivered on time.
- ** Tracking & Follow-Up**: Assist in tracking the status of ongoing tasks, projects, or requests. Maintain spreadsheets or project management tools to monitor progress, deadlines, and dependencies. Follow up with team members to ensure that tasks are completed on schedule.

**5. Project Assistance**:

- ** Project Coordination**:Support project managers or teams in coordinating and tracking the progress of various projects. This may include scheduling meetings, gathering required information, tracking milestones, and ensuring that deadlines are met.
- ** Resource Allocation**:Help coordinate the allocation of resources (e.g., materials, personnel, time) for projects. Maintain schedules and calendars for project timelines and assist with logistics as needed.
- ** Project Documentation**:Assist with organizing and maintaining project documentation, such as contracts, proposals, timelines, and deliverables. Ensure that all project-related documents are stored correctly and are easily accessible to the team.
- ** Event Planning & Execution**:Help plan, organize, and execute special projects, meetings, conferences, or other events. This ma