Reports To: Office Manager/HR Manager
Job Summary: The Admin Office Executive is responsible for providing administrative support to ensure efficient operation of the office. This role involves handling a variety of tasks related to organization and communication to facilitate the smooth running of the company's daily operations.
Key Responsibilities
- Financial Administration:
- Enter, update, and verify data into various systems and databases, including Accounting and Procurement systems.
- Ensure accuracy and completeness of data entries.
- Liaise with Group Accountant for all accounting matters.
- Review and correct data discrepancies and errors.
- Administrative Support:
- Provide general administrative support to the office, including filing, copying, and scanning documents.
- Prepare and distribute reports, memos, and other documents as needed.
- Assist with scheduling meetings and managing calendars.
- Office Management:
- Maintain office supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing, and expediting orders for supplies.
- Ensure operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories, and evaluating new equipment and techniques.
- Coordinate repairs to office equipment.
- Documentation and Record Keeping:
- Develop and maintain a filing system.
- Update and maintain office policies and procedures.
- Ensure security, integrity, and confidentiality of data.
- Communication:
- Handle sensitive information in a confidential manner.
- Communicate with clients and employees, and answer their queries.
- Greet and assist visitors to the office.
- Coordination:
- Assist in the preparation of regularly scheduled reports.
- Book travel arrangements.
- Submit and reconcile expense reports.
- Assist in event planning and execution
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Qualifications
- Proven admin or assistant experience.
- Knowledge of office management systems and procedures.
- Proficiency in MS Office (MS Excel, MS Word, and MS PowerPoint, in particular).
- Excellent time management skills and ability to multi-task and prioritize work.
- Attention to detail and problem-solving skills.
- Excellent written and verbal communication skills.
- Strong organizational and planning skills.
- High School diploma or equivalent; college degree preferred.
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