Handle the front office - directing all visitors, including vendors, clients, candidates and customers appropriately.
Screen incoming calls and direct them to appropriate departments, taking accurate and complete messages when necessary.
Order, manage, and maintain an inventory of office stationery and pantry supplies, ensuring timely replenishment.
Manage routine office administrative duties, including filing, data entry, and document management.
Assist in the coordination and scheduling of meetings, conferences, and events, including booking meeting rooms and managing catering arrangements for HR and Admin Department
Manage meeting room reservations, ensuring efficient utilization of space and resources.
Assist with new hire seating arrangements, coordinating with relevant departments to ensure a smooth onboarding process.
Oversee office maintenance and upkeep, liaising with facilities management to address any issues promptly.
Maintain and update company databases, such as vendor contacts, and client information.
Coordinate and manage the day-to-day operations of the Office Assistants, providing guidance and support as needed.
Maintain a clean, organized, and professional reception area and ensure that all common areas are tidy and well-stocked.
Provide general administrative support to various departments as required, including HR, Finance, and Marketing.
Continuously seek ways to improve office efficiency and streamline administrative processes.
Adhere to company policies, procedures, and confidentiality requirements.
Perform other duties as instructed by the N+1 which contribute to the effective office management of the company
Job Requirements
Education: Diploma or Bachelor's degree in Business Administration, Office Management, or a related field
Experience: Minimum of 2-3 years of experience in a similar role, preferably in a corporate setting
Skills:
Excellent verbal and written communication skills
Strong organizational and time management abilities
Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook)
Familiarity with office equipment (e.g., printers, copiers, fax machines)
Basic understanding of office administrative processes and procedures
Personal Attributes:
Professional, friendly, and customer-oriented demeanor
Ability to multitask and work well under pressure
Strong attention to detail and problem-solving skills
Proactive and able to work independently with minimal supervision
Team player with a willingness to support colleagues and contribute to a positive work environment
