OFFICE ADMINISTRATOR

Key Responsibilities

Front Office & Client Service

• Greet and welcome clients, visitors, and partners professionally and courteously. 
• Serve as the first point of contact for all visitors and callers; answer, screen, and forward phone calls promptly. 
• Manage incoming and outgoing mail, emails, courier deliveries, and office communication flows. 
• Maintain the reception area, ensuring it is clean, organised, presentable, and equipped with relevant information and materials. 
• Keep accurate visitor logs, issue visitor passes where applicable, and ensure compliance with security protocols. 

• Maintain both physical and electronic filing systems, including document storage, retrieval, archiving, and re-file management. 
• Perform data entry, prepare spreadsheets, and maintain accurate records of office activities and data as required. 
• Draft, format, and proofread correspondence, reports, memoranda, and other office documents. 
• Schedule and coordinate meetings, conferences, and appointments, including booking meeting rooms and preparing agendas. 
• Support the legal team with document preparation, photocopying, scanning, binding, and distribution of legal papers as needed. 

• Maintain inventory of office supplies and requisition stock timely; liaise with vendors and service providers for office equipment, repairs, and service contracts. 
• Monitor and manage petty cash, maintain accurate petty cash records, and prepare reconciliations for reporting. 
• Assist with basic bookkeeping tasks, financial logs, and support to accounting or finance team when required. 
• Ensure office equipment is operational, and assist with troubleshooting or coordinating maintenance. 

• Act as a liaison between internal staff, clients, external service providers, and stakeholders to facilitate smooth communication flows. 
• Manage schedules and calendars for partners or team members, including reminders and follow-ups. 
• Provide general administrative support to departments and assist with ad-hoc tasks as assigned by management. 

• Respond to client enquiries professionally; redirect or escalate complex issues to the appropriate staff. 
• Prepare basic reports on front office activities, client interactions, petty cash use, and office supply usage. 

Qualifications & Experience

• Bachelor’s degree or Diploma in Business Administration, Commerce (BCom), Office/Secretarial Administration, or related field.
• Minimum 5 years’ experience in office administration, front office, customer service, or related roles — experience in a corporate office or law firm is a strong advantage. 
• Proficient in Microsoft Office applications (Word, Excel, Outlook).
• Excellent telephone etiquette and client service orientation.
• Strong organizational, multitasking, and time-management skills.
• Professional demeanour, discretion, and commitment to confidentiality.