Administrator ReceptionistOffice Attendant
Administrator ReceptionistOffice Attendant
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Job Description
Job Title: Administrator
Department: Administration
Reports To: Senior Administrator
Job Purpose:
The Administrator (Receptionist/Office Attendant) is responsible for managing front desk operations ensuring smooth office administration and maintaining a professional and welcoming office environment. The role provides support in visitor management office organization communication handling and facility upkeep while ensuring adherence to quality risk and compliance standards.
Key Result Areas
Leadership / Employee Excellence & Company Relationships
Maintain a professional and welcoming front desk presence to enhance client and employee experience.
Ensure efficient handling of office resources to enhance productivity.
Assist in coordinating office meetings including setting up conference rooms and managing bookings.
Facilitate smooth communication between departments by handling correspondence and relaying messages efficiently.
Foster a positive work environment by assisting in office coordination and team collaboration efforts.
Market Focus / Client Centricity
Welcome and assist visitors ensuring they receive accurate directions and information about the firm.
Answer and direct phone calls professionally ensuring prompt responses and smooth call transfers.
Maintain a wellorganized reception and office space creating a positive impression for visitors and clients.
Handle incoming and outgoing mail dispatching documents promptly and maintaining accurate records.
Ensure timely and efficient handling of courier services while maintaining a database of service providers.
Operational Excellence
Manage the front desk and reception area ensuring cleanliness organization and professional appearance.
Oversee the maintenance of office facilities including conference rooms pantry and common areas.
Perform clerical tasks such as photocopying filing sorting documents and updating office records.
Support administrative functions that contribute to the smooth operation of the office and overall business efficiency.
Assist in maintaining an accurate directory of staff and contact details for internal communication.
Support office errands such as collecting and delivering correspondence banking transactions and external document handling.
Quality Risk and Compliance
Ensure all reception and administrative procedures align with the firm s policies and best practices.
Maintain accurate records of mail courier services and document circulation for accountability.
Keep track of conference room bookings and ensure compliance with scheduling policies.
Maintain proper hygiene and cleanliness in office spaces ensuring all areas meet workplace standards.
Ensure compliance with office security protocols such as visitor registration and controlled access.
Authority Limits: None
Perform any other duties as may be assigned by the Senior Administrator from time to time.
KEY PERFORMANCE PILLARS/ KEY RESULT AREAS:
Leadership / Employee Excellence & Company Relationships: 25
Market Focus / Client Centricity: 25
Operational Excellence: 40
Quality Risk and Compliance: 10
Requirements
Experience & Qualifications
Diploma in any related field
A minimum of 2 years experience in a busy reception or administration office
Proficiency with Microsoft Word and Excel
Proficiency in English and French is essential. Kirundi language skills are desirable.
Specific skills
Highly organized and attentive to details
Excellent planning and skills
Excellent interpersonal skills
Ability to multitask and work well under pressure
Exceptionally high levels of honesty and integrity
Employment Type
Full Time
Company Industry
Financial Services / Insurance Agencies and Brokerages / Investment Banking
