Front Desk & Administrative Officer

Responsible for greeting, directing visitors, assisting with appropriate paperwork, and resolving routine issues related to the job function.

The Front Desk & Administrative Officer is responsible for greeting, directing visitors, assisting with appropriate paperwork, and resolving routine issues related to the job function. This person plays a key role in supporting the department’s daily activities to ensure that the needs of all employees are met and the department’s and Company’s standards are consistently maintained.

KEY ACTIVITIES & RESPONSIBILITIES:

• Answering calls from multi-line phone system
• Screening and directing calls as needed
• Serves visitors by greeting, welcoming and directing them appropriately; after notifying company personnel
• Assist personnel using the printer/copier/scanner
• Receiving and delivering all incoming and outgoing mail and packages
• Assist with booking for the boardroom - to include assistance with refreshments when required
• Manage office equipment – to include ordering of copy paper and toners for printer
• Assist with management of stationery supplies for Managers as well as keep log of items distributed 
• Maintain a clean and presentable lobby area - to include ensuring water cooler is fully stocked
• Maintain updated contacts record of internal personnel as well as frequent vendors/suppliers
• From time to time, assists with general procurement and preparation of payment memorandums
• Submission of payment records to Finance team - Copying documents submitted and recording details regarding collection | - Assists with payment follow-up
• Assist with other duties as required by the Operations team

PERFORMANCE STANDARDS

This job is satisfactorily performed when:

• Assigned duties and responsibilities are effectively and efficiently coordinated to satisfy the needs of the department and the business.
• Working relationships are maintained with key operations personnel to drive service delivery.
• Confidentiality of information and/ or records is maintained.

AUTHORITY (if applicable)

• Give instructions and supervision to:   N/A

CORE COMPETENCIES

• Time Management
• Customer service 
• Timely Communication
• Initiative
• Reliability & efficiency
• Microsoft Office capabilities
• Integrity
• Confidentiality
• Professionalism

KEY COMPETENCIES

• Knowledge of office management system and procedures
• Knowledge of operating standard office equipment
• Good research skills and attention to detail
• Excellent problem-solving skills
• Exceptional written and verbal communications skills
• Strong organizational skills with ability to multi-task

REQUIRED QUALIFICATIONS & WORK EXPERIENCE

Minimum Qualifications

• Diploma or Certificate in Business Administration, Human Resource; or Equivalent combination of experience and education.
• Training in Customer Service or related disciplines

Work Experience

• At least 18 months experience in a similar role, General Administration or Customer Service
• Proficiency in Microsoft Office Products (Word, Excel, PowerPoint, etc.) & Outlook 365
• Demonstrated skills in accurate record keeping

OTHER CONDITIONS RELATED TO THE JOB

• Regular and timely attendance is required
• Ability to work before or after regular office hours