Site Administrator

We are seeking a competent and organised Site Office Administrator with reception responsibilities to join our team. The ideal candidate will be responsible for managing the administrative tasks of our site office while also fulfilling receptionist duties. and providing non-technical support to the facilities team. This role requires a detail-oriented and customer-focused individual who can efficiently handle various administrative functions and provide professional reception and facilities coordination services.

PRIMARY DUTIES & RESPONSIBILITIES.

Reception Duties:

• Greet and welcome visitors in a professional and courteous manner.
• Operating multi position telephone system including answering and directing phone calls in a polite and efficient manner.
• Managing access to reception and front door entry.
• Manage incoming and outgoing mail packages and deliveries through reception.
• Maintain a clean and organised reception area.
  

Administrative Support:

• Provide administrative support to the site team and management staff including any travel arrangements i.e. flights hotels & taxi transfers (including Coherent visitors as required).
• Maintain and replenish stationary supplies.
• Coordinate and schedule meetings appointments and conference room bookings.
• Assist in preparing and editing documents reports and presentations.
• Maintain office supplies inventory and place orders as necessary.
• Arrange all aspects of buffet lunch/refreshments for visitors and/or in-house seminars & meetings as required.
• Organise and maintain office filing systems.
• Responsible for internal communications and assist with celebratory or other site celebrations.

Facilities Support

• Provide administrative and coordination support to the facilities team.
• Maintain and store facilities-related records logs paperwork and compliance documentation.
• Receive contractors on site escort or direct to the appropriate work locations on site.
• Assist facilities team in arranging appointments and site access schedules for contractors and service providers as required
• Raise purchase orders (POs) and support procurement-related administrative tasks for facilities activities.
• Ensure documentation is completed and filed correctly.

Communication and Correspondence:

• Communicate with clients suppliers and other stakeholders as needed.
• Redirect inquiries to appropriate personnel.
• Draft and distribute internal and external communications.

Data Entry and Record-Keeping:

• Enter and update data in spreadsheets databases and other records.
• Maintain accurate and up-to-date records of office expenses invoices and receipts.

EDUCATION & EXPERIENCE

• Proven experience as an office administrator receptionist or in a similar role.
• Proficiency in Microsoft Office applications (Word Excel Outlook PowerPoint).
• Strong organisational and multitasking abilities.
• Excellent verbal and written communication skills.
• Ability to maintain a professional and friendly demeanour under pressure.
• Knowledge of administrative and clerical procedures.
• Familiarity with office equipment and basic maintenance.
• Additional qualifications in Office Administration are a plus.
• Experience interacting with contractors or supporting facilities or operations teams (preferred but not required)

Preferred Additional Skills

• Additional qualifications in Office Administration are a plus.

SKILLS & OTHER REQUIREMENTS