About This Job
The Administration Officer is responsible for providing administrative and clerical support to ensure the efficient operation of the organization. The role involves coordinating office activities, maintaining records and managing correspondence.
Duties and Responsibilities
- To perform general administrative and secretarial duties assisting the general manager / Managing Director in the general administration and management of the company.
- To manage the GM office including daily calendar of events, meetings, tasks, deadlines and appointments and ensures that it is always updated.
- To prepare, organize, and maintain office documents, records, and filing systems.
- To handle incoming and outgoing correspondence, emails, and telephone calls.
- To keep a log of the board room and to make sure that it set up before every meeting.
- To supervise the Housekeeper in her work schedule.
- To order and manage office supplies and equipment.
- To coordinate travel arrangements and event logistics when required.
- Manage fleet renewals and oversee the administration and management of fines.
- To handle all documentation promptly and in a strict confidential matter.
- To prioritise own duties, to prepare all the necessary research and documentation in advance for any upcoming meetings or events.
- To make all the necessary travelling arrangements including booking of flights, accommodation and transport arrangements as instructed by her direct superiors
- To ensure that all monies and receipts are collected (after travelling) and to liaise with the Finance Department.
- To source best quotes for a variety of services including special cleaning, stationary, kitchen and other office supplies and equipment; place order (if required) when approved and maintain stock control (if required).
- To adhere with the Health & Safety procedures and to assist when necessary.
- To report any near misses or accidents to the Health and Safety Co-Ordinator or any other staff member in the Human Resources Department.
Qualifications
- ‘O’ Level Standard Level of Education
- Minimum 2 years of proven experience in an administrative or office support role.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
- Strong organizational and time-management skills.
- Excellent verbal and written communication skills.
- Ability to multitask and prioritize work effectively.
- High level of professionalism, integrity, and confidentiality.
Key Skills
- Administrative and organizational skills
- Communication and interpersonal skills
- Record keeping and document management
- Problem-solving abilities
- Attention to detail
- Time management
- Computer literacy
- Teamwork and customer service
The list of main duties and responsibilities in this accountability profile is not necessarily exhaustive nor is it necessarily in order of importance; nor is any of this accountability profile permanent and/or immutable.