• Administrative Support: Provide comprehensive administrative support to the team, including managing calendars, scheduling appointments, organizing meetings, and preparing documents. Handle correspondence, draft emails, and maintain office files and records.
• Reception Duties: Greet visitors, answer phone calls, and direct inquiries to the appropriate person or department. Maintain a professional and welcoming reception area, ensuring visitors feel comfortable and attended to.
• Communication Management: Handle incoming and outgoing communications, including mail, emails, and phone calls. Efficiently relay messages, take accurate notes, and ensure timely responses. Maintain a professional and courteous manner in all interactions.
• Office Operations: Manage office supplies, inventory, and equipment, ensuring they are well-stocked and in working order. Coordinate with vendors and service providers for maintenance and repairs. Maintain cleanliness and organization in common areas. Manage drivers, cleaners, electricians, plumbers, AC maintenance, carpenters, mechanics, generator maintenance, etc.
• Records Management: Create and maintain physical and electronic filing systems for documents, reports, and records. Ensure confidentiality and proper organization of sensitive information. Retrieve and provide requested information as needed.
• Meeting Coordination: Assist in the coordination and preparation of meetings, including scheduling, agenda creation, room setup, and recording minutes. Ensure timely distribution of meeting materials and follow-up on action items.
• Travel and Event Planning: Coordinate travel arrangements for staff, including flights, accommodation, and transportation. Assist in planning and organizing company events, conferences, and workshops.

Requirements

• Minimum of 2 years of experience as an Administrative Secretary/Receptionist or in a similar role.
• Relevant educational qualifications and professional certification in office administration or a related field.
• Proficiency in office suite applications (e.g., MS Word, Excel, PowerPoint, etc.) and other office tools.
• Excellent organizational and time management skills, with the ability to multitask and prioritize effectively.
• Strong attention to detail and accuracy in all aspects of work.
• Exceptional verbal and written communication skills, with a professional and friendly phone etiquette.
• Proven ability to manage support staff, ensuring smooth operations and a positive work environment.
• Knowledge of supplies procurement and administration processes.
• Familiarity with general office and tools maintenance.
• Ability to handle sensitive and confidential information with discretion and professionalism.
• Strong interpersonal skills and the ability to work effectively as part of a team.