Front Office Administrator

Job Details

We are looking for a Front Office Executive to organise and coordinate administration duties and office procedures. To undertake all reception responsibilities for the Office Entrance. Overall responsibilities include scheduling meetings and appointments, making office supplies arrangements, facilities management, managing meeting rooms, greeting visitors, and providing general administrative support to our employees.

Job Dimensions

Number of Staff: 1

Direct Reports: 0

Role Purpose

Your role is to create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication, and safety. To be the 'face' of the company for all visitors and be responsible for the first impression we make – creating an amazing level of customer service. Ultimately, the individual should be able to ensure the smooth running of the office and help to improve company procedures and day-to-day operation.

Key Accountabilities

• Serve as the point person for office organisation and administration duties including facilities maintenance, cleaning, mailing, supplies, equipment, bills, errands, shopping, and drivers.
• Schedule meetings and appointments, working with the Management Support team.
• Organize office operations and procedures (layout, desks, order stationery and equipment).
• Maintain the highest standards of office condition and arrange necessary repairs.
• Partner with HR/HSE/Finance/IT to update and maintain office policies.
• Coordinate with IT department on all office equipment.
• Provide general support to visitors, and ensure they are greeted and assisted in a friendly manner.
• Address employees’ queries regarding office management issues.
• Liaise with facility management vendors and service providers, including cleaning, catering and security services.
• Work with office assistants to ensure ordering and delivery of food & beverages.
• Maintain work and vacation schedule of office assistants and barista team.
• Conduct routine inspections of office areas and take immediate action to correct deficiencies.
• Ensure planning of meeting requirements (food and beverages served as per schedule).
• Manage maintenance of coffee machines installed in the head office.
• Ensure HSE policies and procedures are followed and communicated.
• Plan in-house or off-site activities, like parties, celebrations, and conferences.
  
  

Qualifications, Experience, Knowledge & Skills

• Graduate of secondary or high school diploma.
• 5 years relevant working experience.
• Ability to communicate in multiple languages.
• Knowledge of office administrator responsibilities, systems, and procedures.
• Proficiency in MS Office (Excel, Word, PowerPoint, Outlook).
• Excellent time management skills and ability to multi-task and prioritize work.
• Attention to detail and problem-solving skills.
• Ability to accept direction and complete work independently.
• Confidence and conviction with the ability to intervene when necessary.