Key Responsibilities:
- Manage and coordinate administrative operations for the office
- Serve as the primary point of contact for internal and external stakeholders
- Handle confidential information and maintain accurate records
- Coordinate with local authorities and manage regulatory compliance
- Oversee office maintenance and vehicle management
- Assist with financial transactions and account reconciliation
- Support event planning and travel arrangements for the team
Daily Tasks:
- Process and distribute incoming and outgoing mail and correspondence
- Answer and manage phone calls, emails, and other communications
- Maintain and update filing systems, both physical and digital
- Prepare and edit documents, reports, and presentations
- Schedule and coordinate meetings, appointments, and travel arrangements
- Manage office supplies inventory and place orders as needed
- Assist with data entry and database management
Essential Duties and Responsibilities
- Handle administrative tasks with local authorities, such as submitting applications for water supply connections and other necessary permits
- Process online banking transactions, including payments, transfers, and account reconciliation, using e-banking platforms
- Assist with event planning, airticket reservations, and coordination as needed
- Prepare and distribute correspondence, memos, reports, and other documents, ensuring accuracy and professionalism
- Organize and maintain filing systems, both electronic and physical, ensuring accuracy and confidentiality of sensitive information
- Run errands as needed, such as driving to visit local authorities, banks, and other organizations
- Oversee and supervise building maintenance tasks, ensuring timely completion and adherence to quality standards. This includes:
Scheduling and coordinating routine maintenance and repairs
Liaising with maintenance personnel and external contractors
Monitoring maintenance budgets and expenses
Manage company vehicle maintenance, including:
Scheduling regular servicing and repairs
Maintaining vehicle records and documentation
Liaising with mechanics and service providers
Coordinate and schedule internal and external meetings, including preparation of agendas and meeting materials
Manage executive calendars and prioritize appointments to ensure efficient time management
Act as a liaison between management and employees, facilitating clear communication and information flow
Assist in the onboarding process for new employees, including preparation of welcome packages and coordination of orientation sessions
Manage travel arrangements for executives and team members, including booking flights, hotels, and transportation
Prepare expense reports and process reimbursements for staff members
Coordinate office events, team-building activities, and company celebrations
Assist in the preparation of presentations and reports for management and stakeholders
Maintain and update company policies and procedures documentation
Manage relationships with vendors and service providers, ensuring quality service and cost-effectiveness