Office Administrator

The Office Administrator, reporting directly to the Head of HR, is responsible for managing the daily operations of the office, ensuring efficient and smooth functioning of administrative processes, and providing support to the team. This role involves a wide range of administrative, clerical, and organizational tasks, requiring strong communication, organizational, and problem-solving skills. The Office Administrator plays a crucial role in maintaining a productive and well-organized work environment.

Key Responsibilities involve:

Administrative Support

• Manage incoming and outgoing communications, including phone calls, emails, and mail, and direct them to the appropriate personnel
• Maintain and update office records such as visitor log
• Order and maintain office supplies and equipment inventory, ensuring availability and functionality
• Coordinate and schedule appointments, meetings, and conferences
• Assist the HR department in administrative duties
• Assist the Finance department in the documentation scanning and other needs as they arise

​Office Operations Management:

• Oversee the day-to-day office operations, ensuring a clean, organized, and well-maintained workspace
• Coordinate office maintenance and repairs, liaising with external vendors and service providers
• Develop and implement efficient administrative procedures to optimize productivity and minimize costs
• Collaborate with other departments to facilitate cross-functional coordination and support

Communication and Collaboration:

• Serve as a central point of contact for internal and external stakeholders
• Greet and assist visitors, clients, and vendors, ensuring a professional and welcoming atmosphere
• Respond to inquiries and provide information to staff and clients in a timely manner
• Facilitate effective communication between different departments and team members
• Collaborate with other departments to ensure smooth workflow and interdepartmental coordination.
• Assist in organizing and coordinating company events and functions.

Qualifications and Skills:

• Diploma in office administration or an equivalent qualification
• Proven work experience as an office administrator or in a similar role
• Proficient in using office software such as Outlook and Microsoft applications
• Excellent organizational and time management skills with the ability to multitask and prioritize tasks effectively
• Strong attention to detail and accuracy in handling administrative tasks
• Excellent verbal and written communication skills
• Ability to maintain confidentiality and handle sensitive information with discretion
• Strong interpersonal skills and the ability to work well with individuals at all levels
• Problem-solving and decision-making abilities
• Ability to adapt to changing priorities and work in a fast-paced environment