Administrative Clerk

Inspire Systems Institute Ltd (Tylers) – a member of Leal Group – is currently looking for an Administrative Clerk.

The Administrative Clerk will be responsible for managing office operations, coordinating administrative tasks, and providing support to ensure the smooth functioning of an organization. This role typically involves handling communications, organizing schedules, maintaining records, acting as an assistant to senior management, and assisting with budgeting.

Main Responsibilities:

Maintenance & Office Supplies:

• Oversee the upkeep of the office, arrange necessary repairs, and ensure a well-stocked inventory of office supplies.
• Coordinate office activities and operations to ensure efficiency and compliance with company policies.
• Manage office supplies and inventory, ensuring timely ordering and restocking.

 Administrative Assistance:

• Serve as the Personal Assistant to the COO & General Manager, managing schedules, correspondence, and any other support tasks required.
• Assist in the preparation of reports, presentations, and other documents as required.
• Provide support in scheduling appointments, meetings, and travel arrangements for staff and management.

 Office Layout & Equipment:

• Organize the office layout and manage the ordering of stationery and equipment, coordinating with the maintenance department as needed.

 Finance & Billing:

• Manage the office G&A budget, ensuring accurate and timely reporting
• Assist in budget preparation.
• Process invoices and purchase orders as needed.
• Chasing of Debtors.

 Policy Maintenance:

• Work with HR to update and maintain office policies as necessary, establishing and implementing office procedures and practices.
• Maintain organized filing systems for important documents, records, and correspondence.
• Ensure confidentiality and security of sensitive information.

   Operational Management:

• Collaborate with various departments to ensure effective communication and workflow
• Organize and streamline office operations and procedures, including the management of administrative duties and HRDC/MQA procedures.

 Vendor & Lease Management:

• Negotiate contracts and prices with office vendors, service providers, and oversee the office lease.

 Visitor Support:

• Provide general support to visitors, making them feel welcome and assisting with their needs.

 Employee Onboarding:

• Assist HR in the on-boarding process for new hires, and answer employee queries about office management issues.

 Facility Management:

• Liaise with facility management vendors, including cleaning, catering, and security services.
• Serve as the primary point of contact for internal and external communications.
• Draft and distribute internal memos, newsletters, and announcements.

 Event Planning:

• Plan and coordinate in-house or off-site activities, like parties, celebrations, and conferences.
• Collaborate with various departments to ensure effective communication and workflow.

Qualifications and Experience Required:

• Minimum HSC
• An undergraduate degree preferably in management or any equivalent qualification
• 1-2 years’ experience in a similar position will be a definite advantage
• Organizational Skills
• Communication Skills
• Attention to Detail
• Time Management
• Problem-Solving Skills
• Technical Proficiency
• Teamwork and Collaboration
• Customer Service Orientation
• Adaptability and Flexibility
• Confidentiality