We are currently looking for an administrator to work with us on a full-time basis. The selected candidate will be required to take care of the firm’s accounting and administrative needs while working with minimum supervision after being provided with the necessary training. The post calls for a mature individual who is able to plan work efficiently, meet tight deadlines, be organised and liaise with colleagues and directors on a daily basis. The candidate we are looking for must be someone who has at least 2 years of experience working as an administrator in a similar office environment and has a good command of both written and spoken English.
The ideal candidate will be required to carry out basic office duties and ensure proper flow of office procedures while supporting staff and directors. The person will be required to maintain a positive company image in acting as the first line of contact to clients, including online and via telephone.
Duties
- Communicates with clients and produces travel itineraries for directors
- Keeps stock of office supplies and places orders when necessary
- Effects payments on behalf of the company and on the clients’ behalf
- Creates spreadsheets and presentations
- Schedules meetings and reserves booking rooms accordingly
- Manages correspondence by answering emails and sorting mail
- Keeps a petty cash float and handles office expenses and billing cycles
- Answers phone calls whenever needed and transfers them as necessary
- Drafts, formats, and prints relevant documents
- Handles staff expense requests
- Interacts with directors and staff and carries out their administrative requests
- Creates agendas and takes meeting notes
- Assists in purchase orders and invoicing
- Maintains accurate records for employee sick and vacation leave requests
- Manages outgoing post and records data on special deliveries
- Takes copies and files documents as necessary
- Attends workshops and conferences when requested
- Takes care of the firm’s website and social media profiles
Skills and qualification
- Good understanding of book-keeping
- Excellent leadership skills
- Prior office management experience
- Strong attention to detail
- Excellent time management skills
- Exceptional communication and customer service skills
- Proficiency with Microsoft Office Programs
- Strong prioritization and organization skills
- Ability to handle confidential information
- Strong record keeping skills
- Presentation skills
- Ability to multitask