OFFICE ADMINISTRATOR

Primary Responsibilities

Office Management

• Maintain

the reception area, ensuring it is clean, organized, presentable, and equipped

with relevant information and materials at all times.

• Manage

incoming and outgoing mail, emails, courier deliveries, and office

communication flows.

• Act

as a liaison between internal staff, clients, external service providers, and

stakeholders to facilitate smooth and professional communication.

Administrative Support

• Draft,

format, and proofread correspondence, reports, memoranda, and other office

documents to a high standard.

• Perform

data entry, prepare spreadsheets, and maintain accurate records of office

activities as required.

• Manage

schedules and calendars for management and team members, including timely

reminders and follow-ups.

• Provide

general administrative support as assigned by management.

Client & Visitor Interaction

• Greet

and welcome clients and visitors in a professional and courteous manner.

• Serve

as the first point of contact for all visitors and callers; answer, screen, and

forward phone calls promptly.

• Respond

to enquiries professionally; redirect or escalate complex issues to the

appropriate person.

Record Keeping

• Maintain

both physical and electronic filing systems, including document storage,

retrieval, archiving, and re-file management.

• Ensure

that all incoming documents are scanned and stored in soft copy promptly upon

receipt.

• Keep

accurate visitor logs, issue visitor passes where applicable, and ensure

compliance with security protocols.

Event and Meeting Coordination

• Schedule

and coordinate meetings, conferences, and appointments, including booking

meeting rooms.

• Prepare

meeting agendas, take minutes, and distribute them to the relevant attendees in

a timely manner.

Petty Cash Management

• Administer

and maintain the office petty cash fund, ensuring all disbursements are

properly authorized and supported by relevant documentation.

• Process

petty cash requisitions in a timely manner, verifying that all requests are

duly approved and within approved expenditure limits.

• Prepare

and submit accurate monthly petty cash reconciliation reports to the Finance

Department.

• Maintain

a systematic and up-to-date petty cash register, ensuring records are complete

and available for review or audit at all times.

Supervisory Responsibilities

• Provide

day-to-day supervision, guidance, and coordination of the support staff team.

• Monitor

performance and ensure all support staff fulfil their duties in accordance with

organizational standards and expectations.

Secondary Responsibilities

• Assist

with data entry tasks, including updating contact information, project details,

and other records as required.

• Any

other administrative, logistical, or operational tasks as assigned by

management.

Requirements & Competencies

• Bachelor’s

degree in Business Administration, Public Relations, or a related field.

• Minimum

3 years of verified experience in an office administration role.

• Proficiency

in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and standard

office management tools.

• Strong

written and verbal communication skills, with the ability to engage

professionally with diverse stakeholders.

• High

level of accuracy and attention to detail in managing documents, records, and

correspondence.

• Strong

organizational and multi-tasking skills, with the ability to manage competing

priorities without compromising delivery.

• Demonstrated

ability to handle sensitive and confidential information with absolute

discretion.

• Professional

and courteous manner in interacting with clients, visitors, and staff at all

levels.

• Calm

under pressure, solutions-focused, and adaptable to a dynamic and fast-paced

work environment.

• Strong

interpersonal skills to work effectively with diverse teams, clients, and

external stakeholders.