Administrative Officer

What will be your responsibilities?

1. Reception:

• Answering and directing phone calls in a professional and courteous manner.
• Greeting visitors and directing them to the appropriate areas of the office.
• Maintaining a tidy and welcoming reception area.
• Sorting and distributing mail and packages.
• Managing office supplies and ensuring they are well-stocked.
• Correspondence and liaise with DHL for in and out courriers

2. Office Management:

• Ensuring office equipment is in working order and arranging for repairs or replacements when necessary.
• Managing office expenses, including tracking and reconciling invoices.
• Maintain stationery and kitchen stocks
• Responsible for office maintenance – Contact with Nexteracom and other external contractors
• Follow-up and management of cleaning services with external contractors
• Monitor the work of the cleaning staffs

3. Personal Assistant:

• Organizing appointments and meetings for General Manager when required. 
• Drafting correspondence, reports, and presentations as needed.
• Conducting research and compiling data for presentations or reports..

4. Data Management:

• Managing and organizing office files and documents.
• Scanning and uploading documents into the appropriate archiving systems.
• Managing the office database and ensuring information is accurate and up to date.
• Issuing purchase orders in SAP
• Creation of vendors in SAP

5. Communication:

• Responding to internal and external inquiries in a timely and professional manner.
• Managing and organizing email and phone communication channels.
• Scheduling and coordinating conference calls and meetings.
• Collaborating with other departments and team members to ensure effective communication and coordination.

6. Other duties:

• Assisting with event planning and coordination.
• Assisting with special projects and initiatives as needed.