The Administrative Support Officer is responsible for ensuring the smooth operation of office and facility management functions. This role involves preparing and distributing correspondence, reports, and memos; maintaining accurate company databases and filing systems; and safeguarding confidential information. Key duties include handling tenant-related tasks such as preparing and distributing electricity and maintenance bills, collating daily diesel and electricity consumption reports, and addressing inquiries or complaints professionally, amongst others.
Key Responsibilities:
Prepare and distribute correspondence, memos, and reports.
Meet timelines for the submission of necessary data and documents to the accounts department
Ensure the confidentiality and security of files and filing systems.
Maintain and update company databases as per staff and tenant records and organize a filing system for important and confidential company documents.
Maintain office supplies and equipment such as cleaning consumables and office stationery, and place orders as needed.
Answer questions professionally and address complaints promptly.
Provide accurate and basic information in person and via phone/email
Organize and maintain filing systems, both electronic and physical.
Receive letters, packages, etc., and distribute them accordingly.
Ensure compliance with company policies and procedures.
Maintain a safe and secure working environment by ensuring compliance with health and safety regulations.
Prepare, print, and distribute bills (electricity and maintenance) to tenants timely.
Collate, prepare, and send daily diesel and electricity consumption reports.
Handle other duties as may be assigned by the Facility Manager from time to time.
Experience:
Proven experience in an administrative role.
3+ years' experience of working as an Administrative Officer٫ Administrator or other similar position.
Significant experience of organizing office procedures.
Academic Qualification:
A bachelor’s degree in business/office administration or a relevant area of study.
Professional Qualification:
Any professional certification is an added advantage
Skills and Competencies:
Proficiency in Microsoft office suit with sound written and verbal communication skills.
Excellent organizational and time-management skill with a problem-solving attitude.
Good customer service orientation.
Strong communication and attention to details.
Good interpersonal skills with planning and organizing abilities
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