This job application is exclusively open to individuals who are residents of Zambia or possess a valid work permit allowing them to work in Zambia. Applications from candidates who do not meet these criteria will not be considered.

Key Responsibilities

• Handle clients enquiries, receive and direct visitors to respective staff.
• Receive incoming calls, make outgoing calls, routing them accordingly and taking messages when the required staff are not available. Receive and dispatch mail, package deliveries and any other correspondence.
• Schedule and organize meetings, appointments, and office events with stakeholders and government entities, including managing logistics for boardroom and meeting room bookings.
• Take and circulate staff meeting minutes.
• Coordinate and manage all aspects of office supplies and operations , including timely maintenance and repairs, mailing, equipment and relevant bills while ensuring compliance with provided budget.
• Oversee office layout, order stationery and equipment, and ensure the office environment is maintained to high standards.
• Liaise with HR, Finance to update office policies, organize files etc.
• Address employee queries regarding office management issues and liaise with facility management vendors (cleaning, catering, security).
• Plan and organize in-house or off-site activities, ensuring the office operates smoothly and efficiently.
• Assist with travel arrangements (flights, hotels) and organize logistics for office visits, including transportation and meals.
• Identify opportunities for process improvements and implement new systems to enhance office management and improve efficiency.
• Provide administrative support as needed, including scheduling, research, and report creation.

Qualifications, Requirements and Skills

• Diploma or Bachelor’s degree Secretarial Studies or Business Administration or equivalent in any related field.
• Proven experience in an Office Manager, Front Office Manager, or similar administrative role.
• Strong knowledge of office administration responsibilities, systems, and procedures.
• Proficiency in MS Office suite (Word, PowerPoint, Excel, Outlook) and familiarity with office equipment.
• Experience with email scheduling tools and virtual meeting platforms (MS Teams, Zoom).
• Experience with managing budgets and record keeping.
• Excellent time management, multitasking, prioritization skills and strong problem-solving abilities.
• Exceptional written and verbal communication skills.
• Strong organizational skills, capable of working in a fast-paced environment.
• A creative thinker with the ability to suggest and implement improvements.