Executive – Office Administration

.

MAIN DUTIES:

• Organize office operations and procedures;
• Maintain the office condition and arrange necessary repairs where required;
• Be the point person for maintenance, mailing, transport, supplies, equipment, bills, and errands;
• Organize the office layout and order stationery and equipment;
• Coordinate with IT department on office equipment;
• Purchase office supplies and equipment and maintain proper stock levels;
• Manage contract and price negotiations with office vendors, service providers and office lease;
• Ensure that all items are invoiced and paid on time;
• Address employees’ queries regarding office management issues;
• Coordinate domestic and international travel, including flight, hotel, and car rental reservations;
• Assign and monitor clerical, administrative, and secretarial responsibilities and tasks to the receptionist;
• Allocate tasks and assignments to tea ladies and messenger and monitor their performance
• Provide an efficient despatch and courier system;
• Ensure office financial objectives are met by preparing annual budget for the office, planning the expenditures, analyzing variances, and carrying out necessary corrections that may arise;
• Perform receptionist duties in the absence of the receptionist: greet visitors; provide support to visitors; answer and direct phone calls; receive and sort incoming mail and deliveries, and manage outgoing mail;
• Provide logistics for client and staff as per request;
• Partner with HR to update and maintain office policies as necessary;
• Assist in the onboarding process for new hires;
• Maintain a safe, secure, and pleasant work environment;
• Provide other administrative support as assigned by the reporting.

 QUALIFICATIONS AND KEY COMPETENCIES

• Diploma/ Degree in management or any other related field;
• Minimum 5 years' experience in similar role;
• Good command of Microsoft office tools;
• Strong organizational skills with excellent attention to details, willingness to develop and learn new skills;
• Good writing, analytical and problem-solving skills;
• Able to work under pressure and efficiently;
• Ability to communicate effectively and professionally.