Job Description
Reporting to the Business Administration Associate, the Administration Assistant will be the first point of contact for the office, answer all incoming phone calls in a pleasant and informed manner for the purpose of providing information and responding to queries.
Job Responsibilities
Managing the office by ensuring that facilities are clean and standards maintained
Oversee all aspects of front office co-ordination – maintain a visitor’s register, handle and direct inquiries and ensuring the reception area is manned at all times
Screen, welcome and manage all visitors and vendors by settling them, recording their details, and giving them the required attention
Switchboard management including receiving, transferring and giving appropriate answers to incoming calls and providing a call log summary
Monitor inventory levels of office supplies on a regular basis and ensuring that the re-order process is done in a timely manner
Assist in planning and coordinating team activities and events such as book reading and cake cutting
Prepare and ensure delivery of mails to appropriate offices
Receiving, checking and signing for various deliveries in the office
Chairing departmental meetings and taking minutes
Organizing Saturday lunch for staff members
Ensuring all office equipment are working
Following up on suppliers’ payments
Tracking of any items/assets that are entering or leaving the building and ensuring they have the appropriate approvals and exit passes
Any other tasks as asigned from time to time
Qualifications
Must have achieved at least a C- or equivalent in high school
A diploma certificate in a business related field
Be committed to succeeding in a team context
Excellent communication
High levels of energy and enthusiasm and ability to work long hours and under pressure to deliver timely solutions/deliverables
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