Office Administration: Oversee daily office operations and administrative functions, including managing office supplies, equipment, facilities, and administrative staff.
Staff Supervision: Supervise and provide leadership to administrative support staff, including receptionists, administrative assistants, clerical staff, and office coordinators. Assign tasks, provide training, and evaluate performance to ensure efficient workflow and productivity.
Administrative Support: Provide administrative support to senior management and other departments as needed, including scheduling meetings, preparing reports, managing correspondence, and handling inquiries.
Policy Development: Develop, implement, and enforce office policies, procedures, and protocols to ensure compliance with organizational standards and regulatory requirements. Maintain documentation of policies and procedures for reference and training purposes.
Budget Management: Assist in budget development and management for administrative expenses, including monitoring expenditures, identifying cost-saving opportunities, and optimizing resource allocation.
Facilities Management: Coordinate facility maintenance, repairs, and upgrades, including managing vendor relationships, negotiating contracts, and ensuring a safe and functional work environment for employees.
Records Management: Oversee the organization and maintenance of office records, files, and documentation, including electronic and physical records. Ensure compliance with record-keeping requirements and confidentiality policies.
Event Planning: Coordinate and plan office events, meetings, conferences, and workshops. Arrange logistics, manage RSVPs, and coordinate catering, audiovisual equipment, and other event-related services.
Communication Coordination: Facilitate internal and external communication within the organization, including distributing memos, announcements, and updates. Serve as a liaison between departments and communicate information effectively to stakeholders.
Technology Management: Oversee the implementation and maintenance of office technology systems, including computers, software, telecommunications, and network infrastructure. Ensure systems are secure, updated, and aligned with organizational needs.
Problem Solving: Address and resolve administrative issues, conflicts, and challenges as they arise. Develop creative solutions and strategies to improve processes, streamline operations, and enhance efficiency.
Compliance and Risk Management: Ensure compliance with relevant laws, regulations, and industry standards related to office operations, data privacy, and workplace safety. Identify and mitigate risks to minimize liability and protect organizational assets.
Requirements
Efficiency in the use of Microsoft Access, word, and PowerPoint
Basic accounting knowledge
Must have sufficient knowledge of office administration
