Administrative Assistant (Front Office)

• Serve as the first point of contact for clients, consultants, suppliers, and visitors, ensuring a professional and welcoming experience.
  
• Manage the company's reception area, telephone switchboard (PABX), general email, and visitor management.
  
• Handle incoming correspondence and ensure timely distribution of information.
  
• Maintain customer confidence by handling sensitive information with discretion and confidentiality
  

• Provide confidential, proactive, and high-level administrative support to the Directors and Technical Team.
  
• Coordinate diaries, appointments, meetings, travel arrangements, and conference facilities.
  
• Prepare reports, letters, presentations, meeting agendas, minutes, submissions, tenders, and other business correspondence.
  
• Read, research, prioritize, and route correspondence while following up on action items.
  
• Analyze administrative issues and recommend practical solutions to improve efficiency.
  
• Coordinate administrative assignments for support staff and monitor timely completion.
  Project & Technical Support
• Coordinate the preparation and submission of bids, tenders, proposals, and expressions of interest within agreed timelines.
  
• Maintain updated company profiles, staff CVs, project sheets, recommendation letters, project photographs, and technical reference materials.
  
• Ensure all completed projects are properly documented to support business development and marketing initiatives.
  
• Maintain the firm's sample room and technical library.
  
• Provide administrative support to project teams throughout project implementation.
  Office Administration
• Maintain efficient electronic and physical filing systems and document retrieval processes.
  
• Maintain company databases, contact records, and document management systems.
  
• Ensure smooth day-to-day office operations and administrative workflow.
  
• Coordinate maintenance of office records and ensure compliance with document control
  
• procedures.
  HR & Business Support
• Support the HR & Administration Manager in recruitment coordination, onboarding, employee records management, leave administration, and other HR administrative functions.
  
• Liaise with Finance, Technical, and Marketing departments to improve administrative systems and business processes.
  Key Result Areas
  The successful candidate will be expected to:
• Maintain a professional, efficient, and responsive front office.
  
• Ensure bids, tenders, and project submissions are completed accurately and within deadlines.
  
• Maintain current company profiles, project information, staff CVs, and marketing materials.
  
• Ensure efficient electronic and manual filing systems.
  
• Maintain an accurate and up-to-date company database.
  
• Produce high-quality reports, presentations, correspondence, and meeting documentation.
  
• Coordinate support staff to ensure effective office operations.
  
• Maintain adequate office supplies and administrative resources.
  
• Support continuous improvement of office systems and administrative processes.
  
• 
  

Requirements

• Bachelor's Degree or Diploma in Business Administration, Office Administration, Secretarial Studies, Human Resource Management, or a related field.
  
• Minimum of 5 years' experience in a similar administrative role within a professional services environment. Experience in an architectural, engineering, consulting, or construction firm will be an added advantage.
  
• Experience in Human Resources administration is highly desirable.
  
• Excellent computer skills with advanced proficiency in:
  

• Excellent typing, document formatting, and minute-taking skills.
  

• Outstanding front office and customer service skills.
  
• Excellent written and verbal communication skills.
  
• Strong interpersonal and relationship management skills.
  
• Exceptional organizational skills and attention to detail.
  
• Ability to create, improve, and maintain efficient workflow systems.
  
• Strong planning, coordination, and multitasking abilities.
  
• High standards of professionalism, integrity, and confidentiality.
  
• Ability to work independently with minimal supervision while collaborating effectively within multidisciplinary teams.
  
• Strong analytical, problem-solving, and decision-making skills.
  
• Sound knowledge of office management, facilities administration, and records management.
  
• Proficiency in social media and digital communication platforms will be an added advantage.