Front Office and Administration Assistant

Description

**OVERVIEW.** Responsible for overseeing daily front desk and administrative duties. **JOB DESCRIPTION.** • Scheduling and confirming appointments, meetings, and events. • Welcoming and assisting visitors, clients, staff members in a friendly and professional manner. • Handling inquiries and sorting correspondence. • Copying, scanning, and filing documents. • Keep front desk tidy and presentable with all necessary material (pens, forms, paper, Flowers, etc.) • answer visitor’s questions and address complaints • Answer all incoming calls and redirect them or keep messages • Informing line managers on personal guests/visitors of staff coming during office timings. • Ensuring each visitor has been asked if they have prior appointments. • Receive letters, packages, etc. and distribute them • Drafting Adhoc correspondences. • Take up other duties as assigned (travel arrangements, schedules, etc.) performing other administrative tasks, if required. • Ensuring hygiene in bathrooms and they are cleaned every two hours by housekeepers • Preparing and forecasting admin budgets for various departments • Monitoring and supervising drivers, housemaids, and messengers • Maintaining visitor’s logbooks, in and out of office items • Reviewing and updating logs of the fixed assets • Procurement management • Reporting improper dressing of staff to HR Manager and line managers • Processing business bids and tenders (Admin related part of it) • Built developed and implemented a business continuity plan as a sustainable process to ensure the business is not impacted in case of any unforeseen circumstances. • Periodic reviewing the business continuity plan by Conducting simulation drills for testing purposes • Scrutinizing, enquiring, and negotiating with suppliers to have favorable terms on the contracts • Overseeing and managing vehicle fleet, parking issues, reviewing Bolt invoices, and Logistic management • Forecasting and preparation of operational and administrative budget • Ensuring upkeep of office providing for a working environment that is comfortable with all staff • Oversee and coordinate fixing and repair of any damages that occur at the office. • Forecast and project all required resources for running of the office and oversee procurement of all resources (Kitchen supplies, Stationeries, electronic equipment’s and computers, etc • Oversee day-to-day tasks including but not limited to: running water, electricity, power generator functioning and security are attended to • Ensure to keep the company compliant with new government regulations for applying new licensing and timely renewal of all compliance-related documents and certificates viz OSHA, Heath and Safety certificates, Fire and safety certificates, Business license, BRELA filing, PO Box renewal, Keeping a tab on Software licensing renewal • Oversee management of support staff and administrative team. • Ensure a safe working environment by liaising with a security company. • Put in place guidelines to curb office thefts, disappearances, or loss of personal and company items. • Ensuring management of housing of Expat staff. SKILLS AND QUALIFICATIONS. • High school diploma or certificate. • Bachelors degree is an added advantage. • At least two years of training or experience in customer service and office work. • Computer proficiency. • Strong verbal and written communication skills. • Ability to work independently