Administrative Officer

Responsibilities
Front Desk Management:

• Welcome and attend to clients, visitors, and official guests professionally.
• Receive and direct visitors to the appropriate department or personnel.
• Handle incoming calls, enquiries, and correspondence.
• Maintain a professional and welcoming reception area.

Administrative Support:

• Provide day-to-day administrative support to management and other departments.
• Prepare, organize, file, and retrieve official documents and records.
• Assist in preparing letters, memos, reports, and other  office documents.
• Maintain proper documentation and filing systems.

Office Operations:

• Monitor the smooth day-to-day running of the office.
• Ensure office facilities, equipment, and workspaces are properly maintained.
• Monitor the availability of office supplies and stationery and request replenishment when necessary.
• Report faulty equipment, maintenance issues, or other operational concerns promptly.

Records & Documentation:

• Maintain accurate records of visitors, correspondence, office supplies, and administrative activities.
• Ensure company documents are properly stored and easily accessible.
• Assist in maintaining staff and administrative records.

Communication & Coordination:

• Serve as a communication link between the front desk, management, staff, clients, and external parties.
• Receive and distribute official correspondence and documents.
• Coordinate internal communication and administrative information where necessary.

Meeting & Appointment Support:

• Schedule and coordinate appointments and meetings.
• Prepare meeting rooms and necessary materials before meetings.
• Assist with attendance records, minutes, and other meeting documentation when required.

Office Supplies & Assets:

• Monitor the use and condition of office equipment, furniture, stationery, and other administrative assets.
• Ensure company properties are handled responsibly and report misuse or damage.
• Maintain an updated record of assigned office items where necessary.

Staff Support:

•  Assist staff with routine administrative needs.
• Support onboarding activities for new employees.
• Assist HR/Admin with staff documentation, attendance records, and other administrative processes.

Customer Service:

• Attend to clients’ basic enquiries and direct complex matters to the appropriate officer.
• Maintain a courteous, professional, and service-oriented approach when dealing with clients.
• Ensure visitors and clients receive appropriate assistance promptly.

General Administrative Duties:

• Assist with photocopying, scanning, printing, dispatch, and other routine office tasks.
• Monitor office cleanliness and general orderliness.
• Carry out other administrative responsibilities assigned by the Head of Administration or Management