Job Summary: The Office Administrator is responsible for overseeing the day-to-day operations of the office, ensuring efficient and smooth administrative support to the team. This role involves managing office supplies, coordinating meetings, handling correspondence, and providing excellent customer service.
Key Responsibilities:
- Administrative Support:
- Manage office supplies inventory and place orders as needed.
- Handle incoming and outgoing correspondence, including emails, phone calls, and mail.
- Prepare and distribute internal communications and reports.
- Office Management:
- Maintain a clean, organized, and professional office environment.
- Coordinate office maintenance and repairs as needed.
- Ensure all office equipment is functioning properly and arrange for repairs when necessary.
- Scheduling and Coordination:
- Schedule and organize meetings, appointments, and travel arrangements for staff.
- Prepare meeting agendas, take minutes, and distribute them to relevant parties.
- Coordinate company events, conferences, and training sessions.
- Customer Service:
- Greet visitors and direct them to the appropriate person or department.
- Respond to inquiries from clients, vendors, and employees in a timely and professional manner.
- Provide assistance with general office tasks as requested by management and staff.
- Record Keeping:
- Maintain accurate and up-to-date records and files.
- Manage and update office databases and contact lists.
- Ensure compliance with company policies and procedures regarding record retention and confidentiality.
- Financial Administration:
- Assist with basic bookkeeping tasks, such as processing invoices and expense reports.
- Monitor and track office-related expenses.
- Prepare and submit financial reports as required.
Qualifications:
- Proven experience as an office administrator, office assistant, or relevant role.
- Proficient in MS Office (Word, Excel, Outlook, and PowerPoint).
- Excellent organizational and multitasking abilities.
- Strong written and verbal communication skills.
- Attention to detail and problem-solving skills.
- Ability to work independently and as part of a team.
- High school diploma; additional qualifications as an Office Administrator or Secretary are a plus.
Work Environment:
- This role is primarily office-based with occasional requirements to attend off-site meetings or events.
- The office administrator may need to lift and carry office supplies and equipment.