Introduction
We are looking for a highly organized and proactive Office Administrator to oversee daily office operations and ensure a well-functioning, efficient, and welcoming workplace. As the backbone of our team, you will coordinate administrative activities, streamline workflows, and foster a positive and inclusive work environment. If you thrive in a dynamic setting and take pride in keeping things running smoothly, this role is for you.
Key Responsibilities
Administrative Management
- Oversee a variety of administrative tasks to ensure smooth office operations.
- Develop and implement systems to improve efficiency and internal communication.
Financial Administration
- Manage petty cash, data capturing, and invoice processing.
- Ensure accurate financial record-keeping and compliance with policies.
Human Resources Support
- Maintain personnel records and timesheets.
- Coordinate training sessions and facilitate communication between management and staff.
Data Management & Record-Keeping
- Organize and maintain both physical and digital records.
- Ensure easy access and retrieval of documents when needed.
Communication & Correspondence
- Act as the central point of contact between teams, vendors, suppliers, and external partners.
- Maintain clear and professional communication channels with clients and stakeholders.
Facility Management
- Ensure the office environment is clean, well-maintained, and fully operational.
Event & Activity Coordination
- Plan and organize office events, including staff meetings, training sessions, and social functions.
- Manage logistics such as venue booking and catering arrangements.
Desired Experience & Qualifications
Competencies to Develop in the Role
- Professional telephone etiquette and confidence in handling calls.
- Complaint resolution while maintaining politeness and professionalism.
- Commitment to high-quality service and customer satisfaction.
- Effective communication, including body language and tone.
- Understanding customer needs and handling difficult interactions professionally.
Skills & Knowledge Requirements
- Education: Relevant Diploma or Degree.
- Technical Skills:
- Strong problem-solving and creative thinking abilities.
- Conflict resolution and mediation skills.
- Excellent verbal and written communication.
- Proficiency in Microsoft Office (Word, Excel, PowerPoint).
- Time management and organizational skills.
- A driver’s license is advantageous but not required.
Personal Attributes
- Confident, self-motivated, and goal-driven.
- Honest, with a strong sense of integrity.
- Ability to work independently and take initiative.
- Empathetic and customer-focused.
- Professional, presentable, and polished in appearance.
- Positive attitude and team-oriented mindset.
Experience
- Minimum of 3 years of relevant experience in office administration.
Supporting Knowledge & Abilities
- Strong interpersonal skills and ability to build relationships.
- Fluency in English (additional languages are a plus).
- Strong verbal and written expression, with excellent presentation skills.
- Commitment to continuous self-development.
Behavioral Competencies
- Problem-Solving: Ability to assess issues, develop solutions, and take appropriate action.
- Follow-Up: Ensuring deliverables are met by implementing tracking procedures.
- Analytical Thinking: Ability to gather, compare, and interpret data to make informed decisions.
- Communication: Clearly conveying information and actively listening to others.
Performance Indicators
- Internal and external customer satisfaction.
- Timeliness and accuracy of reports and filing systems.
- Accuracy of inventory management.
- Precision in data entry and information shared with clients.
- Overall cleanliness and maintenance of the office environment.
Compensation & Benefits
- Market-related remuneration.
