JOB SUMMARY

The office administrator is responsible for handling the front desk operations, providing support to the GM, as well as the Company with its various departments. The office administrator will also manage, coordinate, and ensure the smooth operation of travel activities of Business Associate and company’s employees.

JOB SKILLS

• Answers all incoming phone calls
• Manages all office correspondence, including calls, emails, post, fax, outgoing mail and packages to ensure they are dealt with appropriately
• Assists departments/colleagues with various projects
• Prepares and assists for professional office & Company events
• Plans activities (i.e., picnics, holiday and institute parties, company trip, and seminars).
• Assists with all daily operations of the office including organizing and maintaining the filing systems
• Maintains archive of office records
• Maintains Office appearance (supply room, storage, kitchen, conference rooms, plants)
• Runs office errands
• Maintains accurate company address list
• Maintains appointments’ calendar
• Coordinates travel activities such as destinations, transportation and accommodation options and travel costs, and recommend suitable products
• Manages visas
• Investigates new travel destinations, hotels and other facilities and attractions
• Compiles documents for travel related meetings.
• Coordinates and arranges meetings, prepares agendas, reserves and prepares facilities.
• Assists all departments when the need arises
• Any other task required to complete the job function




CHARACTERISTICS & COMMUNICATION SKILLS

• Excellent interpersonal skills, including the ability to communicate confidently, effectively and diplomatically.
• Excellent organizational skills, including the ability to manage busy schedules, establish office systems, and the ability to work accurately and to consist of high standards under pressure to meet deadlines
• Strong ability, and initiative to work in a dynamic, high-profile environment
• Excellent telephone manner and high degree of personal presentation when interacting with telephone inquiries and visitors

EDUCATION & EXPERIENCE

• A minimum of 2 years experience in related field.
• Experience of providing a responsive, customer-focused service on the telephone, via electronic media, and face to face is essential
• Fluent in written and spoken English and French
• Computer literate with experience in using word, excel, and internet