Office Administrator

JOB SUMMARY

The Office Administrator plays a key role in ensuring the smooth operation of the office by managing front desk functions, office supplies, correspondence, and general administrative duties. This role requires a proactive and organized individual with strong multitasking skills who can work independently across various functions.

Key responsibilities include providing a high quality front-of-house service, ensuring office maintenance and stock management, and supporting Directors with administrative tasks such as travel arrangements and client meetings. The role requires a valid driving license.

KEY RESPONSIBILITES 

Front of House

      Act as front of house, meeting and greeting visiting clients and service providers

      Run the meeting room; provide meeting room and diary support to teams

      Ensure that the front desk and client areas are kept tidy ensuring a professional environment

      Answer the main office telephone in a professional manner, to record and pass on messages accurately

      Deal with incoming / outgoing physical mail, couriers, faxes and incoming central electronic mailboxes, in accordance with the policies and procedures

      Maintaining and managing the Visitors Register

Office Management

      Morning check of all Boardrooms

      Coordinate boardroom bookings and prepare meeting rooms with required materials.

      Weekly check, and restock of stationery cupboards

      Preparing desks and stationaries kits for all new joiners

      Perform daily roll call to track attendance and ensure accurate record

      Assisting with building maintenance, air con etc, and arranging external support when required

      General maintenance tasks as required

      Monthly Kitchenette maintenance/stock checks

      Management of the cleaning staff

      Building security risk checks, when discovered, raise with compliance team

      Management of access passes

      Management of lockers and desk plans

      Management of Oak House alarm systems and related third party service contractors

      Management of all third-party premises and facilities relationships and service providers

      Management of CDD folder for signatories

      Point of contact for landlord (Medine)

      Management of Medine Private Road pass for all Oak Mauritius users

      Supporting all Health & Safety matters including but not limited to:

• Ensuring H&S artefacts such as First Aid Kits, Fire Extinguishers, Signage etc are present and within date of expiration/servicing
• Maintenance of H&S documentation such as Fire Evacuation Plans, Staff register for Fire Plan, Floor Plans,  etc
• Ensuring adequate cover for key H&S roles such as First Aider, Fire Marshall and Fire Warden
• Carry out Risk Assessments as required

      Ensuring a pro-active approach to office management, to ensure the good maintenance, with any office maintenance problems are dealt with in a timely manner

      Management of Utility Bills

Administrative support

      Providing administrative support on an ad hoc basis where needed (e.g. assistance with projects, managing taxis and other travel)

      Assisting with travel bookings and accommodation.

      Opening and distribution of incoming daily post and couriers

      Management of all outgoing post

      Timely filing and scanning of business documents – ensuring all are saved appropriately and accurately to ensure easy future retrieval

      Creation of new files upon request

      Regular check of shredding bin and liaison with external support providers to arrange emptying of bins

      Develop/ update processes and procedures to ensure maximum efficiency within the function and across the Oak businesses

      Handling basic bookkeeping tasks and managing petty cash

      Perform errands to the bank for payment processing, posting envelopes, settling utility bills and procuring kitchen and office supplies.

      Arrange and set up weekly fruit and yogurt supplies.

      Scheduling of monthly pest control with supplier.

      Scheduling of carpet cleaning twice a year

Other Duties

      General assistant with ad-hoc tasks / projects as requested by the Directors

      To maintain the highest standards of confidentiality and security in terms of client affairs and papers

      Completing any other duties as may be required from time to time in accordance with the requirements of the role, team and evolving nature of the function

      Other duties as may be required from time to time in accordance with the demands of the role and development of the services provided

      In all aspects of your role, display and adhere to Oak’s 8 values

KEY COMPETENCIES & SKILLS

       Higher School Certificate (HSC) or equivalent

      At least 3 years’ experience in a similar role or office management role

      Excellent IT skills, including practical experience of Microsoft Outlook, Word and Excel

      Excellent written and verbal communication skills and a clear telephone manner

      Fluent in both English and French

      Excellent client and organisational focus

      Highly accurate with good attention to detail, including spelling and grammar

      Good time management and organisation skills, with the ability to manage upwards

      Highly discrete & professional

      Excellent team player with a flexible attitude towards work and a “can do’ attitude.

      A valid driving licence

KEY BUSINESS PARTNERS

      External clients & visitors

      Directors

      All staff at Oak Mauritius

      Various third party vendors/suppliers/consultants