Office Admin

Job Description

<p>Job Title: Office Admin.</p><p>Department:&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Management</p><p><br></p><p><strong>General Summary:&nbsp;</strong></p><p>Responsible for the organization and co-ordination of office operations, procedures and resources to facilitate organizational effectiveness and efficiency.</p><p><br></p><p><strong>Main Duties and Responsibilities:&nbsp;</strong></p><p>•&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Handle all tasks on a daily basis related to office operation.</p><p>•&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Complete all administrative tasks that facilitate the CEO’s ability to effectively lead the organization.</p><p>•&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Assign and monitor clerical, administrative and secretarial responsibilities, and tasks among office staff.</p><p>•&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;To work closely with the CEO and to keep him well informed of upcoming commitments and responsibilities.</p><p>•&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Coordinate all Executive Team meetings and assist the staff with their meetings and events as needed.</p><p>•&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Provide a gateway for smooth communication between the CEO and the staff.</p><p>•&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Follow up on contacts made by CEO and support ongoing relationships.</p><p>•&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Be the primary point of contact for internal and external constituencies on all matters pertaining to the CEO.</p><p>•&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Allocate available resources to enable successful task performance.</p><p>•&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Co-ordinate office staff activities to ensure maximum efficiency.</p><p>•&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Design and implement filing systems.</p><p>•&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Ensure filing systems are maintained and current.</p><p>•&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Establish and monitor procedures for record keeping.</p><p>•&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Ensure security, integrity, and confidentiality of data.</p><p>•&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Oversee adherence to office policies and procedures.</p><p>•&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Co-ordinate schedules, appointments, and bookings.</p><p>•&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Monitor and maintain office supplies inventory.</p><p>•&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Review and approve office supply acquisitions.</p><p>•&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Handle customer inquiries and complaints.</p><p>•&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Maintain a safe and secure working environment.</p><p>•&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Maintain office neatness to ensure a pleasant environment for employees and visitors.</p><p>•&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Provide event management support as requested.</p><p><br></p><p><strong>Requirements: </strong></p><p>Educational Degree:</p><p>•&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Business degree or equivalent.</p><p>&nbsp;Courses / Professional Certificates:</p><p>•&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Certification in related job role</p><p>•&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Computer skills and knowledge of office software packages</p><p>Work Experience: 3+ years of administration experience in the relevant field</p><p><br></p><p><strong>Knowledge, Skills, and/or Abilities Required:&nbsp;&nbsp;</strong></p><p>•&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Attention to details.</p><p>•&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Strong personality and interpersonal skills.</p><p>•&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Knowledge of office management systems.</p><p>•&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Working knowledge of office equipment, like printers and office supplies.</p><p>•&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Proficiency in MS Office (MS Excel, PowerPoint, and Word).</p><p>•&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Excellent written and verbal communication skills.</p><p>•&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Strong organizational skills with ability to multitask adapt to changes quickly.</p><p>•&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Administrative and supervisory experience.</p><p>•&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Knowledge of clerical practices and procedures.</p><p>•&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Maintaining Employee Files, Orienting Employees, Benefits Administration, Professionalism, Organization and Teamwork. </p><p>•&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Demonstrable experience of working in support of a senior individual and understand the need for confidentiality.&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;</p><p><br></p><p>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;</p><p><br></p>