Job Summary

To coordinate and oversee administrative duties in an office, and ensure that the office operates efficiently and smoothly.

  • Minimum Qualification: Bachelor
  • Experience Level: Mid level
  • Experience Length: 2 years

Job Description

Function: Operations
Reporting To: Operations Manager
Direct reports:CEO   

Job Description:
To coordinate and oversee administrative duties in an office, and ensure that the office operates efficiently and smoothly. The responsibilities include duties like greeting visitors, managing office supplies, overseeing other administrative staff, owning budgets, and supporting staff with administrative tasks like scheduling meetings and managing schedules.

•    Oversee the guest experience and ensure a personal, friendly experience for anyone coming into the office, and maintain complete accessibility in both availability and warmth of character
•    Ensure peak organizational operations and provide preventative measures by identifying issues
•    Implement established policies and procedures, measure outcomes against standards, and improve operational flow when identified
•    Coordinate internal and external resources, and cultivate relationships with vendors
•    Oversee office interactions, responding to requests and questions

Day to day activities:
•    Maintain office efficiency by maintaining appearance of common areas, organizing procedures, handling correspondence, managing filing systems, and overseeing supplies and equipment
•    Oversee the day-to-day activities of the office as the main point of contact in the reception area, keeping management informed of performance with routine and requested reporting
•    Provide direct administrative supports as needed, including scheduling appointments, meetings, and events, booking travel, maintaining filing system, mailing and shipping packages, and updating contact database and employee list
•    Oversee and maintain office equipment for uninterrupted function, identify and fulfill office supply needs, maintain and manage vendors, and coordinate food delivery as needed
•    Manage all aspects of the office’s space/infrastructure planning (moves, adds, and changes to workstations) and provide answers, resources, and solutions as requested

Educational Qualification:
•    Bachelor's degree in business administration or finance or a related field

Core Skills & Competencies:
1.    Decision Making skills: To make solid decisions regularly with the ability to  promptly make decisions and prioritize tasks. Identifying problems and  issues in the organisation and then coming up with solutions. Dealing with issues as they arise in a cool, calm and professional manner
2.    Process Management: develop and maintain processes that keep the business moving forward and working effectively. An analytical mindset is critical in order to be able to  assess process efficiency inn service delivery
3.    Attention to detail: Ability to multiple and diverse office operations and tasks smoothly and seamlessly
4.    Flexibility: the ability to remain flexible while handling multiple priorities
5.    Communication skills: the ability to work with a whole range of different personality types, seniority, diversity and backgrounds and as such adapt their communication style so that messages can be relayed effectively and efficiently.

Background / Experience:   
•    2+ years of office management experience
•    Strong time-management and people skills, flexibility, and multitasking ability
•    Advanced computer skills and experience with online platforms
•    Proficiency Microsoft Office, with aptitude to learn new software and systems

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