Background

We are looking for a Receptionist / Administrative Assistant to be providing administrative support to ensure efficient operation of the office. Support managers and employees through a variety of tasks related to organization and communication. Responsible for confidential and time sensitive material.

Responsibilities

• Welcome visitors entering the facility, determine the nature and purpose of visit and notifies employees that their guests have arrived.
• Provide general support to visitors. Provide information by answering questions and requests.
• Processes and prepares all outgoing mail, i.e., readies the mail for pick-up by Macspeedy’s and DHL on a daily basis distributes all incoming mail on a daily basis.
• Coordinate and maintain records for petty cash.
• Prepares RFQ’s – request for quotation – (except spare parts and major components) in cooperation with colleagues and sends them to supplier. Follows up with timely receipt of quote.
• Processes purchase orders (except spare parts and major components) and ensures all purchase orders are accurate (cost center, ledger account) and authorized in compliance with company policies.
• Places purchase orders and ensures timely delivery of goods and services, maintain receipts in ERP and checks invoices before submitting for internal approval and to Accounts department.
• Maintain office supplies (including groceries) inventory by checking stock to determine inventory level, anticipating needed supplies, placing, and expediting orders for supplies, verifying receipt of supplies.
• Supervises the cleaner and make sure the office and surroundings are kept clean, performs random inspections, and correct if necessary.
• General Management of the office premises to ensure breakages, electrical faults, plumbing and any office enhancements are communicated to the Landlord promptly and attended to.
• Process bills and make sure they are sorted and paid when they are due e.g., water/electricity.
• Keep vehicle files up to date (vehicle history), Arrange for service of vehicles and do purchase orders, record mileage monthly, make sure that road tax, insurance and fitness are always up to date.
• Keep the business/building certificate up to date (Fire, etc.) Filling and maintaining a system for parts delivery notes/orders/picking slips and shipments.
• Make local arrangement for taxi and hotel bookings for visiting or traveling colleagues.
• Assist other colleagues with any additional task.
• Manage the catering service for employees (take orders, ensure that price and quality are provided).

Technical Competencies

• Familiar with a variety of the field’s concepts, practices, and procedures.
• Ability to effectively communicate via phone and email ensuring that all Receptionist / Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner.
• Documentation and archiving
• Office management

Qualifications

• Diploma in Business administration, Public administration or Business Management or related field
• 2 years of experience in the administrative field.

• Welcome visitors entering the facility, determine the nature and purpose of visit and notifies employees that their guests have arrived.
• Provide general support to visitors. Provide information by answering questions and requests.
• Processes and prepares all outgoing mail, i.e., readies the mail for pick-up by Macspeedy’s and DHL on a daily basis distributes all incoming mail on a daily basis.
• Coordinate and maintain records for petty cash.
• Prepares RFQ’s – request for quotation – (except spare parts and major components) in cooperation with colleagues and sends them to supplier. Follows up with timely receipt of quote.
• Processes purchase orders (except spare parts and major components) and ensures all purchase orders are accurate (cost center, ledger account) and authorized in compliance with company policies.
• Places purchase orders and ensures timely delivery of goods and services, maintain receipts in ERP and checks invoices before submitting for internal approval and to Accounts department.
• Maintain office supplies (including groceries) inventory by checking stock to determine inventory level, anticipating needed supplies, placing, and expediting orders for supplies, verifying receipt of supplies.
• Supervises the cleaner and make sure the office and surroundings are kept clean, performs random inspections, and correct if necessary.
• General Management of the office premises to ensure breakages, electrical faults, plumbing and any office enhancements are communicated to the Landlord promptly and attended to.
• Process bills and make sure they are sorted and paid when they are due e.g., water/electricity.
• Keep vehicle files up to date (vehicle history), Arrange for service of vehicles and do purchase orders, record mileage monthly, make sure that road tax, insurance and fitness are always up to date.
• Keep the business/building certificate up to date (Fire, etc.) Filling and maintaining a system for parts delivery notes/orders/picking slips and shipments.
• Make local arrangement for taxi and hotel bookings for visiting or traveling colleagues.
• Assist other colleagues with any additional task.
• Manage the catering service for employees (take orders, ensure that price and quality are provided).

• Familiar with a variety of the field’s concepts, practices, and procedures.
• Ability to effectively communicate via phone and email ensuring that all Receptionist / Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner.
• Documentation and archiving
• Office management

• Diploma in Business administration, Public administration or Business Management or related field
• 2 years of experience in the administrative field.