Office Administrator

The Office Administrator ensures smooth day-to-day operations by managing office and site inventories, coordinating travel arrangements, handling purchasing and banking tasks, maintaining the office and guest house, and overseeing housekeeping duties. The role requires proactive problem-solving, efficient multitasking, and the ability to travel locally for administrative tasks. Having your own vehicle is mandatory to fulfill the responsibilities effectively.

Key Responsibilities:

Inventory Management:

• Maintain accurate records of office supplies, site materials, and Personal Protective Equipment (PPE) inventory.
• Monitor stock levels and place timely orders to prevent shortages.
• Conduct regular inventory audits and generate detailed inventory reports.
• Ensure all inventory items are properly labeled, organized, and stored.

Purchasing and Vendor Coordination:

• Handle local travel for purchasing office supplies, site equipment, and PPE.
• Identify and source reliable vendors for supplies and services.
• Negotiate with vendors to ensure cost-effective purchasing.
• Maintain a log of all purchases, receipts, and payment details.

Banking and Financial Administration:

• Complete banking tasks, including deposits, withdrawals, cheque handling, and account reconciliation.
• Maintain records of all financial transactions related to office expenses and purchases.
• Ensure all transactions are documented accurately and submitted for review.

Travel and Accommodation Coordination:

• Book and coordinate employee travel (flights, trains, local transport) efficiently.
• Arrange hotel bookings and manage guest house accommodations for visiting staff and guests.
• Ensure all travel-related documentation, itineraries, and confirmations are accurate and communicated promptly.
• Handle last-minute changes or emergencies related to travel.

Guest House Management:

• Oversee guest house operations, ensuring cleanliness, maintenance, and comfort for visiting employees and guests.
• Monitor guest house supplies and amenities, replenishing as needed.
• Ensure proper check-in/check-out procedures are followed.

Office Maintenance and Housekeeping:

• Ensure office premises are maintained in a clean, organized, and functional state.
• Coordinate with maintenance staff and external contractors for repairs, maintenance work, and inspections.
• Supervise housekeeping staff to ensure daily cleaning routines are performed effectively.
• Maintain a log of maintenance activities and report any issues promptly.

Administrative Support:

• Assist with filing, document management, and data entry tasks.
• Prepare and manage office correspondence, emails, and reports.
• Support other departments with administrative tasks, including scheduling meetings and coordinating events.
• Respond promptly to internal requests for administrative assistance.

Compliance and Record Keeping:

• Ensure compliance with company policies and administrative procedures.
• Maintain detailed records for audits, including purchase receipts, inventory logs, and financial transactions.
• Assist in preparing reports related to office operations and compliance.

Additional Tasks:

• Courier Management: Handle the dispatch and receipt of couriers and packages.
• Meeting Setup: Prepare meeting rooms with necessary materials and refreshments.
• Stationery Management: Ensure office stationery is well-stocked and distributed as needed.
• Employee Support: Assist employees with administrative requests, including equipment allocation and documentation needs.

Requirements:

• Education:
  High school diploma or equivalent. A degree in Business Administration or a related field is preferred.

Experience:
3-5 years of experience in an office administration role.

Proven experience managing inventories, purchasing, travel coordination, and office maintenance.

• Skills:
• Excellent organizational and multitasking abilities.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook).
• Strong communication and interpersonal skills.
• Attention to detail and problem-solving abilities.
• Ability to handle confidential information responsibly.
• Other Requirements:
• Own vehicle with a valid drivers license (mandatory for local travel).
• Knowledge of inventory management practices.
• Ability to work independently and manage multiple responsibilities efficiently.

Performance Expectations:

• Timely completion of purchasing and banking tasks.
• Accurate inventory records with no shortages.
• Smooth coordination of employee travel and accommodation.
• Clean, organized, and well-maintained office and guest house facilities.
• Effective handling of multiple administrative requests promptly.

Interested candidates who can join immediately will be given preference. submit CV via WhatsApp or call at 9227695202