Admin / Front Desk Officer

Job title : Admin / Front Desk Officer

Job Summary

• Manage the imprest account under the supervision of the Office Manager.
• Oversee all receptionist and secretarial duties at the main entrance desk.
• Provide our clients with outstanding customer service and support.
• Office administration.
• Replenishment of Office Supplies.
• Assist in developing and enforcing budgets.

Job Details

Leadership

• Analytical.
• Proactive attitude.

Core/Technical

• Keep front desk tidy and presentable with all necessary material (pens, forms, paper etc.).
• Shall ensure that visitors to the company are cordially received in such a manner to promote the image of the company.
• Shall issue appropriate identification tags to all persons visiting the company and ensure that tags are returned at the end of such visits.
• Shall ensure that the visitors are properly directed to the appropriate officer / personnel whom they wish to see.
• Administer and maintain visitor’s record and forward weekly report to the Office Manager.
• In liaison with the security officers, shall monitor visitors’ movement within the company premises where necessary and report violation to the appropriate authorities.
• Maintain of a log of visitors and their particulars as may be necessary to ensure proper tracking and analyse visitors’ record.
• Safeguard proprietary information, especially to persons unknown to the company and company’s competitors.
• Answer questions and address complaints.
• Answer all incoming calls and redirect them or keep messages.
• Receive letters, packages etc. and distribute them.
• Prepare outgoing mail by drafting correspondence, securing parcels etc.
• Monitor inventory of supplies and the purchasing of new material with attention to budgetary constraints.
• Organize and supervise other activities (renovations, event planning etc.).
• Ensure operations adhere to policies and regulations.
• Purchase new material as needed.
• Organize and supervise other activities.
• Adhere to policies and regulations.
• Executes plans, policies, and programs.
• Develops budget recommendations for operating expenditures and/or capital outlay, personal services, equipment, and materials, and maintains revenue as high as possible.
• Provide technical and logistical support for all administrative personnel.
• Assess staff performance and provide coaching and guidance to ensure maximum efficiency.
• Ensure the smooth and adequate flow of information within the company to facilitate other business operations.
• Monitor inventory of office supplies and the purchasing of new material with attention to budgetary constraints.
• Monitor costs and expenses to assist in budget preparation.
• Oversee facilities services, maintenance activities and tradespersons where necessary.
• Ensure operations adhere to policies and regulations.
• Keep abreast of all organizational changes and business developments.
• Any other work as assigned.

Requirements

• Bachelor’s degree in Business Administration, Public Administration or a related field.
• 1-2 years’ work experience in an administrative position.
• Ability to think strategically and approach issues from a holistic perspective.
• Excellent resource management skills.
• Excellent people management, mentoring
• Highly motivated, flexible & proactive