Job Detail
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Offered Salary 0
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Career Level Officer
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Experience 3 Years
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Qualifications Diploma
Job Description
This exciting role is suitable for an ambitious professional who is highly adaptable and enjoys problem solving and multi-tasking. She/he will support operational efficiencies through the daily management of the Office Administration function.
Responsibilities
Deliver delightful customer experience to all stakeholders by:
- Be the “face” of the company being a key touch point in our customer experience journey.
- Efficiently managing the front office operations. This includes operating the switchboard as well as attending to all walk-in clients, guests and directing them to the respective offices and individuals.
- Responding to arising customer enquiries made through phone, e-mails or even in person.
- Providing administrative duties such as data entry, mailing, scanning, printing and photocopying of documents to staff upon request.
- Schedule and track meetings and appointments, and coordinate travel arrangements.
- Support the business operations as may be required from time to time.
Ensuring operational efficiency within the company through:
- Liaising with relevant company and facility management to maintain physical office security by overseeing the supervision of the security guards, coordinating and controlling office access.
- Managing the office car parking slots and ensuring they are available to assigned employees always.
- Ensuring office cleanliness and orderliness is maintained; supervising the office cleaning stewards, ensuring periodic thorough cleaning, disinfection and fumigation of all office premises is done.
- Recording, dispatching, tracking, and ensuring delivery of courier to relevant persons.
- Facilitating scheduled and ad hoc office maintenance and repairs.
- In charge of purchasing needed office supplies (kitchen, stationery, cleaning etc) and tracking usage to ensure proper use of the resources.
Promoting efficient use of office resources by:
- Distribution of available resources to all teams equitably; tracking usage and implementing controls to curb wastage.
- Identifying appropriate vendors for provision of services and products and negotiating for best value in liaison with procurement.
- Liaising with relevant officials to perform contract for approved vendors. Building and maintaining third party relationships.
- Reconciling relevant invoices and following up to ensure timely payments.
- Conduct periodic and ad hoc costs and stock reconciliations and reporting as directed.
- Maintaining relevant electronic and hardcopy filing system in a confidential manner.
- Manage the reception area and staff to ensure effective communication both internally and externally.
- Provide office guests with a hospitable experience.
- Supervise the maintenance of office areas, equipment, and facilities.
- Preparing various reports as may be required from time to time.
Qualifications, Skills and Experience
- Diploma or an undergraduate degree in a relevant field.
- A minimum of 3 years working experience in office administration in a busy environment
- Proficient in Microsoft Office, with aptitude to learn new software and systems.
- Excellent written and verbal communication skills
- Self-driven with a pleasant personality
- Strong time-management skills and multitasking ability
- Ability to handle and maintain confidentiality.
- Must be a person of integrity
- Mature with an ability to handle matters diplomatically.
- Ability to adapt to changing situations in a calm and professional manner
- An “out of the box” thinker who is also detail oriented.
HOW TO APPLY