Office Administrators have to manage administrative staff such as secretaries, assistants and office clerks, allowing their supervisors more time to carry out their managerial tasks. Main role includes the following: file maintenance, data processing and clerical.
Duties & Responsibilities
- Sort and distribute incoming mail to areas and staff within the organization and dispatch outgoing mail
- Write business letters, reports or office memos using word processing programmes
- Answer telephone enquiries from customers, attend to visitors and assist other staff in the organization with their enquiries
- Operate a range of office machines
- Undertake other duties such as banking, credit control or payroll functions
- Sorting out the post
- Answering the phones
- Working with databases
- Working with security organizations
- Managing inventory
- Working with invoices and receipts
- Banking procedures
- Minimizing office expenditure
- Getting maintenance done on office equipment and machinery
- Managing holiday,sickness, attendance and absence records
- Enforcing office protocols
- Negotiating with suppliers and service providers
- Good at managing complaint
- Any other duties as may be assigned
Skills & Experience
- First rate listening, grammar, numeracy, comprehension, presentation and communications skills
- Written and oral (French and English)
- Able to work as part of a team
- Utilizing computer applications
- Preparing budgets, business documents and reports
- Being professional and punctual
- following and executing company policies and objectives
- Being reasonable and dependably
- Three years experience in any administrative job
Entry requirement
- Higher School Certificate: additional qualification as an Administrative assistant or secretary or in the tourism industry will be a plus.
- Knowledge of office administrator responsibilities, system and procedures
- Proficiency in MS office
- Hands on experience with office machines
- Familiarity with email scheduling tools
- Excellent time management skills and ability to multi-task and prioritize work
- Attention to detail and problem-solving skills
- Excellent written and verbal communication skills
- Strong organizational and planning skills in a fast-paced environment
- Driving license- manual and automatic is mandatory (minimum 2 years)