Front Office Administrator

Overview

General overview of the role:

Office Administrator duties and responsibilities include providing administrative support to ensure the efficient operation of the office. Supports managers and employees through a variety of tasks related to organization and communication. Responsible for confidential and time-sensitive material.

Responsibilities

Key responsibilities:

• Provide administrative support to ensure that the office operations are maintained in an effective, up-to-date and accurate manner.
• Maintain and ensure the efficient flow of documentation in the organization;
• Undertake receptionist duties when required, e.g. handling incoming and outgoing telephone calls and handling visitors coming to the organization;
• Undertake basic office duties including typing letters, memos, binding reports, meeting preparation and archiving as required;
• Register incoming and outgoing correspondence and distributing to the respective departments;
• Collect and distribute incoming and outgoing mail and general mail as required;
• Draft and type correspondence for different projects as well as maintain the company filing system;
• Manage dispatch of parcels and letters through the office messengers, frequent follow up on the riders when out on duty and register their time in and out whenever leaving;
• Organize tea and snacks for directors' guests and, in case there is an internal meeting;
• Flight and Hotel booking for directors and staff on behalf of the company;
• Distribution of office stationery to Staff and site (maintain a record on the black Book);
• Ensuring the office is cleaned well, by supervising and checking on the cleaners;
• Check office emails and act on the same, as directed;
• Remind the respective personnel on Project meetings and Site Inspections when due and prepare a set of previous minutes for each project and give to the concerned prior to the date of meeting; and
• Assist in preparation of tenders.

Additional education

• Degree or diploma in business management, office administration or a related field.

Experience

Additional experience

• 3 years experience in Office Management.
• Proven work experience as a Receptionist, Front Office Administrator or similar role.

Additional skills

• Computer Literacy.
• Good interpersonal skills.
• Ability to plan and prioritize work to meet set deadlines.

Terms and conditions

All applications are to be submitted before 22nd December 2023.