Admin Officer
Admin Officer
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4-5years
80000 - 100000
1 Vacancy
Job Description
- Greet and welcome visitors in a courteous manner.
- Answer phone calls and direct them to the appropriate personnel.
- Manage inquiries and provide accurate information about the organization.
- Maintain a clean and organized reception area.
- Ensure all necessary materials (brochures business cards etc. are available and uptodate.
- Address client complaints professionally and escalate issues when necessary.
- Provide assistance to guests during their visit to ensure a positive experience.
- Respond to web or email inquiries promptly.
- Conduct followup calls to ensure client satisfaction.
- File and organize documents systematically both physically and digitally.
- Schedule appointments and manage meeting calendars for senior staff members.
- Handle incoming and outgoing mail deliveries and courier services.
- Monitor office supplies and ensure timely replenishment.
- Assist in preparing meeting materials such as agendas and minutes.
- Conduct daily checks on diesel levels to ensure timely ordering before depletion.
- Manage office supplies including water tea biscuits and cleaning materials to ensure they are ordered before they expire.
- Oversee stationery stock such as staple pins A4 papers brown envelopes whiteboard markers and ink to maintain adequate supplies.
- Ensure timely servicing of air conditioners and generators to maintain optimal working conditions.
- Coordinate with maintenance and operations teams to address any facilityrelated issues promptly.
- Prepare logistical requirements for staff travel or external engagements such as booking flights accommodations and other logistics for staff.
- Assist in organizing office events workshops or meetings including venue booking and catering arrangements.
- Coordinate with vendors for services like cleaning maintenance and security.
- Maintain logs for visitors calls and correspondence for recordkeeping purposes.
- Prepare and submit regular reports on front desk activities and administrative tasks.
- Compile staff weekly reports.
- Assist in maintaining databases and spreadsheets related to office operations.
- Document management and control.
- Upload documents to Google Drive in an organized manner.
- Implement document control across different departments to ensure version control and compliance.
- File hard copies of documents properly for all company units.
- Assist in typing documents as needed.
- Enter data into company systems accurately and efficiently.
- Schedule meetings and appointments for staff members.
- Coordinate with internal teams to ensure seamless operations across departments.
- Manage the organizations phone system including setting up new extensions and troubleshooting issues.
- Assist in maintaining the organizations email system and ensuring all staff have access to necessary communication tools.
- Ensure compliance with health and safety regulations in the reception area.
- Maintain the first aid kit and report any incidents to management.
- Support other administrative tasks as assigned by the MD GM managers of different units or line managers.
- Participate in training sessions to enhance skills and knowledge.
- Collaborate with other departments to ensure alignment with organizational objectives.
Requirements
Minimum of a Bachelors degree in Administration or related field.
At least 4 years of experience in front desk or administrative roles (preferably in hospitality or corporate settings)
Excellent verbal and written communication skills.
Proficiency in Microsoft Office Suite (Word Excel etc).
Strong organizational abilities with attention to detail.
Ability to multitask effectively in a fastpaced environment.
Benefits
Other Benefits
Health cover
Employment Type
Full Time
