Office Administrator

• Oversee the general management of the office, ensuring operational efficiency, effective communication, and alignment with organizational goals.
• Develop, implement, and maintain office administration policies, systems, and procedures.
• Ensure a productive, efficient, and positive office culture and employee experience.
• Manage daily office operations, including optimal utilization of resources, office supplies, and equipment.

• Manage company facilities, including space planning, layout/design, and office functionality.
• Oversee maintenance, repairs, and security of office premises.
• Manage vendor relationships, contracts, and service delivery standards.
• Act as the primary liaison between staff and building management, addressing inquiries and resolving issues promptly.

• Serve as the central point of contact for both internal and external administrative communication.
• Manage incoming communication channels including emails, phone calls, and correspondence.
• Facilitate effective communication across departments and office locations.

• Perform administrative tasks such as preparing and distributing memos, letters, reports, spreadsheets, and forms.
• Manage incoming and outgoing mail and maintain organized filing systems.
• Receive and attend to office visitors, ensuring a professional and welcoming environment.

• Coordinate company events, meetings, and conferences.
• Arrange travel, accommodation, and logistics for staff as required.

• Support budgeting and financial planning for office-related expenses.
• Process invoices, track expenditures, and maintain accurate financial records in collaboration with the finance team.
• Oversee inventory and asset management, ensuring proper tracking and accountability of company resources.

• Provide dedicated administrative and organizational support to the Managing Director.
• Manage the MD's calendar, appointments, and scheduling of meetings.
• Coordinate high-level meetings, prepare agendas, and take minutes where required.
• Handle confidential correspondence and documentation with discretion.
• Support follow-ups on key action items and ensure timely execution of priorities.
• Assist in travel planning and logistics for the Managing Director.

• Bachelor's degree in project management or related field (or equivalent experience).
• Proven experience in organizational skills i.e. ability to manage multiple tasks and priorities and keep track of deadlines.
• Excellent communication and interpersonal skills i.e., Strong verbal and written communication skills and ability to communicate effectively with employees at all levels.
• Attention to Detail i.e., accurate record-keeping and data management, thoroughness in reviewing documents and information, meticulous in execution and delivery of documentation.
• Customer (Internal and External) Service experience i.e., provide excellent customer service to both internal and external stakeholders and addressing inquiries and concerns in a timely and professional manner.
• Basic technical proficiency through proficiency office software (e.g., Microsoft Office Suite) and a basic understanding of technology infrastructure and systems.
• Self-motivated and able to work independently as well a as part of a team.
• Problem Solving through addressing and resolving administrative issues and challenges. Identify areas for improvement and propose and implement solutions to enhance efficiency.
• 4 years of experience in the administration role with proven experience in a fast-paced environment.

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