Office Admin

PURPOSE OF THIS ROLE:The role holder will be responsible for: maintaining the seamless operations of our office environment. Your organizational skills will be put to the test as you manage tasks such as document filing, appointment scheduling, and correspondence handling. Your proficiency in software applications will contribute to accurate recordkeeping and overall office efficiency. This role demands a proactive communicator with a knack for juggling responsibilities, as you'll be essential in upholding our cohesive work environment. Join our team and be the driving force behind our office's effectiveness and professionalism. KEY ACCOUNTABILITIES: Administrative Support:Assist with general administrative tasks such as filing, data entry, and document management.Prepare and distribute memos, emails, and correspondence.Maintain office supplies and ensure they are well stocked.Reception and Communication:Greet and direct visitors, clients, and employees.Manage incoming calls, routing them to appropriate staff members or taking messages.Respond to emails and handle routine inquiries.Scheduling:Maintain calendars and schedules for meetings, appointments, and events.Coordinate and schedule appointments for executives or team members.Record Keeping:Maintain accurate records, both physical and digital, for various office related activities.Organize and update databases, spreadsheets, and other documentation.Data Management: Organize and manage information using software applications such as Microsoft Office Suite or similar tools. Input and update data accurately, ensuring data integrity.Filing and Documentation: Organize and maintain physical and electronic files in a structured manner for easy retrieval. Ensure confidentiality and security of sensitive information.Support for Meetings and Events: Assist in preparing meeting rooms, including setting up audiovisual equipment and arranging refreshments. Take meeting minutes and distribute them to relevant participants.Travel Arrangements: Assist with local booking travel arrangements, including flights, accommodations, and transportation. Prepare itineraries and necessary documents for business travel.Correspondence Handling: Draft routine correspondence, letters, and emails on behalf of the office or staff members. Proofread and edit documents to ensure accuracy and professionalism.Assisting with Projects: Collaborate with other team members to support ongoing projects and tasks. Research and gather information as needed.Basic Bookkeeping: Assist with basic financial tasks, such as processing invoices and expense reports. Maintain and organize financial records.Office Organization: Ensure the office is tidy and well-organized. Arrange for necessary repairs or maintenance as required.Multitasking and Prioritization: Handle multiple tasks and responsibilities simultaneously while managing priorities effectively.Technology and Equipment: Liaise with IT and assist with troubleshooting basic technical issues, such as printer or computer problems. Coordinate repairs and maintenance for office equipment.Supporting Team Members: Provide assistance to colleagues and team members as needed. Act as a point of contact and liaison between different departments.Ad hoc Tasks: Perform various tasks and assignments as directed by supervisors or managers.QUALIFICATIONS & EXPERIENCE: -The incumbent is required to have the following qualifications and experience level:Bachelor’s degree in management or a related field.Basic computer skills and quick ability to learn on the job. Minimum of 1 year in related experience. Strong Customer service skills with good problem-solving ability.Computer literacy and working knowledge of email, internet, and MS applications especially Word and Excel.FUNCTIONAL COMPETENCIES: -The incumbent is required to have the following functional competencies:Office Management.Customer Service Management.Relationship Management.Effective Communication.Accounting knowledge.Database Management.Proficiency in the use of Microsoft Office tools.Governance and Compliance.Document Control.BEHAVIORAL COMPETENCIES: -Customer Service orientationChange AgilityOrganized and self-disciplinePositive attitudeDedicated and committedSupportiveHigh attention to detailsTeamworkEmotional IntelligenceHonesty and IntegrityProactive