We are currently seeking a highly organized, proactive, and versatile individual to join our team as an Office Administrator & PA. The ideal candidate will be the "go-to" person in the office, ensuring smooth day-to-day operations while supporting management and coordinating key functions like HR, Accounts, and Procurement.

We are looking for an all-rounder who can manage the front office while handling sensitive data entry for HR and Finance. You will serve as the first point of contact for visitors, manage the diaries of senior management, and ensure the company’s stores and purchasing processes are running efficiently.

Key Responsibilities:

1. Reception & Front Office Duties:

• Manage the reception area, answering incoming calls and directing them to the relevant departments.
• Greet and assist visitors in a professional and friendly manner.
• Managing the office environment (cleanliness, supplies, utilities).

2. Personal Assistant Support:

• Manage the Managing Director's diary, schedule appointments, and organize meetings.
• Coordinate travel arrangements and itineraries for management.
• Prepare meeting agendas and take minutes when required.

3. HR Data Entry & Support:

• Assist in maintaining personnel files (soft and hard copy).
• Capture and update employee attendance and leave records.
• Assist in the onboarding process for new hires (documentation).

4. Accounts Data Entry:

• Assist the finance team with basic bookkeeping data entry.
• Capturing invoices, receipts, and expenses into the accounting system.
• Assisting with petty cash management and reconciliation.

5. Stores & Procurement Coordination:

• Coordinate the purchase of office supplies and consumables.
• Assist in raising Purchase Orders (LPOs) and following up with suppliers.
• Maintain basic stock/inventory records for the office and site stores.
• Liaise with the logistics team regarding the delivery of goods.

6. General Administration:

• Filing of documents (both physical and digital) to ensure easy retrieval.
• Typing and formatting of letters, reports, and memos.
• Assist with any other ad-hoc administrative tasks as assigned by management.

Qualifications & Requirements:

• Minimum qualifications in Business Administration, Human Resources, Accounting, or related field.
• At least 1-3 years of work experience in a similar administrative role.
• Proficiency in Microsoft Office (Excel, Word, Outlook) is mandatory. Experience with accounting software (e.g., Pastel, QuickBooks) or ERP systems is an added advantage but not mandatory.

Attributes:

• High level of integrity and confidentiality (crucial for HR/Accounts data).
• Excellent organizational and time management skills.
• Strong verbal and written communication skills.
• Ability to multitask and work under pressure with minimal supervision.
• A polite and professional demeanor.

• Manage the reception area, answering incoming calls and directing them to the relevant departments.
• Greet and assist visitors in a professional and friendly manner.
• Managing the office environment (cleanliness, supplies, utilities).
• Manage the Managing Director's diary, schedule appointments, and organize meetings.
• Coordinate travel arrangements and itineraries for management.
• Prepare meeting agendas and take minutes when required.
• Assist in maintaining personnel files (soft and hard copy).
• Capture and update employee attendance and leave records.
• Assist in the onboarding process for new hires (documentation).
• Assist the finance team with basic bookkeeping data entry.
• Capturing invoices, receipts, and expenses into the accounting system.
• Assisting with petty cash management and reconciliation.
• Coordinate the purchase of office supplies and consumables.
• Assist in raising Purchase Orders (LPOs) and following up with suppliers.
• Maintain basic stock/inventory records for the office and site stores.
• Liaise with the logistics team regarding the delivery of goods.
• Filing of documents (both physical and digital) to ensure easy retrieval.
• Typing and formatting of letters, reports, and memos.
• Assist with any other ad-hoc administrative tasks as assigned by management.

• Proficiency in Microsoft Office (Excel, Word, Outlook)
• High level of integrity and confidentiality
• Excellent organizational and time management skills
• Strong verbal and written communication skills
• Ability to multitask and work under pressure with minimal supervision
• Polite and professional demeanor

• Minimum qualifications in Business Administration, Human Resources, Accounting, or related field.
• At least 1-3 years of work experience in a similar administrative role.
• Experience with accounting software (e.g., Pastel, QuickBooks) or ERP systems is an added advantage but not mandatory.