Office Administrator at Summit Recruitment and Search

Responsibilities:

• Renew all company licenses including trading, fire prevention, motor vehicle, and advertising licenses.
• Coordinate servicing of fire extinguishers and ensure they are up to date.
• Calculate and update daily staff lunches, confirming invoices at the end of the month.
• Manage the reception area by welcoming visitors and directing them appropriately.
• Maintain up-to-date assets register and share quarterly reports on asset movements.
• Ensure the working environment is tidy and clean, coordinating general cleaning once a month.
• Coordinate scheduled staff meetings, maintain attendance registers, and prepare meeting minutes.
• Prepare procurement plans for office consumables and stationery, managing their usage and maintaining records.
• Manage petty cash for all branches and ensure the payment of all utility bills.
• Provide support documents to the finance team for travel, hotel invoices, and procurement processes.
• Monitor and gather feedback from frequent customers using the Shipday app, sharing feedback with the team for improvement.
• Update the contacts database for use by the marketing department and communicate product awareness to customers via WhatsApp.
• Act as a personal assistant to the managing director, including staff biometric registration and removal.
• Prepare reports for the director as needed and ensure supplier payments are communicated to the finance team with complete details.
• Ensure staff travel and accommodation for official duties are well-coordinated and provide necessary support documents to the finance team.

Qualifications:

• Must have a relevant degree and/or diploma in Business Administration.
• CPA 1-2 would be an added advantage.
• Must have at least 3-4 years of experience in an office management role.
• Experience with procurement and financial administration.
• Must have strong interpersonal skills with the ability to communicate clearly at all levels.
• Excellent problem-solving skills with high energy, enthusiasm, and confidence.
• Self-motivated, proactive, and able to work to meet deadlines.
• Flexibility and adaptability in a fast-paced environment.
• Good organizational skills and attention to detail.
• High level of integrity, confidentiality, and trustworthiness.
• Sound decision-making abilities and the capacity to build good working relationships and partnerships.
• Strong customer service skills, with a focus on maintaining and improving customer satisfaction.