Office Administrator

Office Administrator report to COO and CEO, the capable candidate is responsible for all Receptionist and Administration related activities at all operations. Other key responsibilities include:
A. KEY RESPONSIBILITIES:
1. Office:
- Ensure that the front and rear entrances of the office are clean
- Switch on all lights and check cleanliness of the interior, making a record of any poor levels of cleanliness or any maintenance issues and take necessary steps/action to remedy
- Ensure that the kitchens are well stocked with milk, sugar, tea and coffee
2. Telephone System
- Receiving and transferring telephone calls, announcing callers, taking brief messages and passing these on via the email system or connecting callers to staff members personal direct line voicemail
- Ensure all voicemail messages to main office number are taken and directed to staff members. Maintain and ensure that the answer message is appropriate
- Report telephone equipment and line faults to the IT Help-desk
3. Reception
- Greet and welcome visitors to the Offices in working hour, ensuring they sign in the visitor's book and informing the relevant member of staff of their arrival
- Monitor and ensure that the reception area is kept tidy and projects a business-like image.
- Keep a record of staff and visitors signing in and out of the building
- In the event of a fire and/or any other emergency requiring staff to leave the building, to be responsible for ensuring that the visitors book and staff movement sheets are removed from Reception and taken to the outside meeting point
- Check and sign for deliveries, before informing the relevant member of staff of their arrival. Deliveries by post or courier will include valuable items (cash, passports). Follow procedures and ensure security of valuables
4. Post
- Process and deliver internal and external mail daily. Check that costs are charged to the appropriate Program
5. Couriers/Taxis
- On receipt of the appropriate request form, book couriers and taxis on behalf of members of staff
- Process invoices and draw up paperwork to ensure costs are allocated to the relevant departments
6. Staff
- Collate and update staff lists and contact details regularly
- Devise and conduct regular online staff satisfaction surveys and elicit feedback on the working environment
7. Office Services.
- Provide office supplies (Stationery & kitchen supplies) for staff and maintain adequate stocks; task includes ordering new supplies, identifying new suppliers and obtaining the best price for Alert
- Process invoices for the team including validating and obtaining authorization for payment
- Organize and manager online archive of all company's documents in share-point portal:
• Scan, upload and organize all incoming documents;
• Scan, upload and organize all final internal documents;
• Scan, upload and organize all final documents which company prepared to send to partners;
8. Meetings and Events management
- Provide logistical support to meetings held in the Board Room, to include preparation of meeting and conference rooms and assist in arrangements for catering provisions
- Manage and organize company events (Bday Party, YEP, etc.)
- Other tasks assigned by Manager