Our client, a company in the auto parts industry, is seeking a diligent and proactive Office Administrator to join their team.
This role requires a candidate who can efficiently manage administrative tasks, provide excellent customer service, and support the overall operations of the company.
Responsibilities:
- Renew all company licenses including trading, fire prevention, motor vehicle, and advertising licenses.
- Coordinate servicing of fire extinguishers and ensure they are up to date.
- Calculate and update daily staff lunches, confirming invoices at the end of the month.
- Manage the reception area by welcoming visitors and directing them appropriately.
- Maintain up-to-date assets register and share quarterly reports on asset movements.
- Ensure the working environment is tidy and clean, coordinating general cleaning once a month.
- Coordinate scheduled staff meetings, maintain attendance registers, and prepare meeting minutes.
- Prepare procurement plans for office consumables and stationery, managing their usage and maintaining records.
- Manage petty cash for all branches and ensure the payment of all utility bills.
- Provide support documents to the finance team for travel, hotel invoices, and procurement processes.
- Monitor and gather feedback from frequent customers using the Shipday app, sharing feedback with the team for improvement.
- Update the contacts database for use by the marketing department and communicate product awareness to customers via WhatsApp.
- Act as a personal assistant to the managing director, including staff biometric registration and removal.
- Prepare reports for the director as needed and ensure supplier payments are communicated to the finance team with complete details.
- Ensure staff travel and accommodation for official duties are well-coordinated and provide necessary support documents to the finance team.
Qualifications:
- Must have a relevant degree and/or diploma in Business Administration.
- CPA 1-2 would be an added advantage.
- Must have at least 3-4 years of experience in an office management role.
- Experience with procurement and financial administration.
- Must have strong interpersonal skills with the ability to communicate clearly at all levels.
- Excellent problem-solving skills with high energy, enthusiasm, and confidence.
- Self-motivated, proactive, and able to work to meet deadlines.
- Flexibility and adaptability in a fast-paced environment.
- Good organizational skills and attention to detail.
- High level of integrity, confidentiality, and trustworthiness.
- Sound decision-making abilities and the capacity to build good working relationships and partnerships.
- Strong customer service skills, with a focus on maintaining and improving customer satisfaction.
We endeavour to make contact with all of our applicants, but unfortunately, high volumes of applications make this unrealistic. If you do not hear from us within two weeks your application has not been successful on this occasion. This does not mean you will not be considered for future roles so please keep an eye on our job board and apply for positions that match your skills and experience.
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