Office Administrator (225-911)

An Office Administrator plays a critical role in ensuring the smooth and efficient operation of an office environment. This position requires a dynamic individual who is well-organized, detail-oriented, and capable of managing various administrative tasks. As an Office Administrator, you are often the first point of contact for clients and visitors, setting the tone for the organization's customer service experience. The role requires multitasking across a range of responsibilities, including managing office supplies, scheduling meetings, and coordinating office activities. Additionally, the Office Administrator often supports other departments by maintaining records, handling communication channels, and assisting with financial tasks such as invoicing and budget preparation. You need to be adaptable to ever-changing scenarios and possess strong problem-solving skills to address any challenges that may arise.

Responsibilities

• Oversee daily office operations and ensure the office runs smoothly and efficiently.
• Manage office supplies inventory by anticipating needed supplies and placing orders accordingly.
• Schedule and coordinate meetings, appointments, and travel arrangements for managers and staff.
• Greet visitors and clients warmly, ensuring they receive a professional first impression.
• Assist with the preparation of presentation materials and reports for meetings and conferences.
• Maintain accurate and up-to-date administrative and financial records and files.
• Ensure office equipment is properly maintained and serviced to prevent disruptions.
• Act as the point of contact between the executives and internal/external clients.
• Support budgeting and bookkeeping procedures and track office expenses and costs.
• Handle correspondence and queries, managing the office emails and phone calls.
• Coordinate with IT support to troubleshoot computer and technology issues promptly.
• Develop and implement office policies by setting up procedures and standards to guide the office operation.

Requirements

• Proven experience as an office administrator, assistant, or relevant role.
• Proficiency in MS Office (MS Excel, MS Word, and MS Outlook, in particular).
• Strong communication skills along with a customer-oriented personality.
• Knowledge of office management systems and procedures is essential.
• Excellent time management skills and ability to multitask and prioritize work.
• Attention to detail and problem-solving skills for efficient task execution.
• High school diploma or equivalent; additional qualification as an office assistant or secretary will be a plus.