Job Description

The main responsibility is ensuring the office runs efficiently and smoothly on a daily basis. This includes assisting department heads and staff, performing administrative and clerical duties, office compliance, and travel management. Ad hoc project secretarial assistance may be required to support the needs of project teams and onsite clients: typing, record & file maintenance, document creation.

• Answer switchboard and direct calls
• Day to day ah-hoc admin tasks
• Administer desk booking and systems
• Develop and maintain a filing system and logs
• Maintain office supply inventory and ordering
• Travel management – bookings, visas and in-country security arrangements
• Coordinate the new starter induction process including office safety induction and continued assistance during ‘bedding in’ period.
• Onsite contact for third-party staff (cleaning and maintenance teams)
• General point of contact (correspondence, queries, internal and external clients, and contractors )
• Access Control – passes and configuration
• Format project documents and company CVs
• General support for onsite clients and external contractors
• Preparing couriers & post
• Ensure compliance of office based processes and procedures
• Office purchasing – raising requisitions, validating payments and handling invoice disputes/escalations.

Required Knowledge, Skills, and Abilities

• Microsoft Office Skills – Intermediate level
• Strong team player with attention to detail
• Excellent communication skills - listen, verbal and written
• Ability to problem solve, use initiative and willingness to go the extra mile
• Ability to priorities workload according to deadlines and plan accordingly
• Proven experience as an Administrative Assistant