Office Administrator at Sharpshell Engineering

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.

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