Office Administrator

Description:
Our company is looking for an organized and self-motivated Office Administrator who will be responsible for providing administrative support to our office personnel. The Office Administrator’s role will include working closely with our leadership team by handling clerical duties, coordinating calendars, organizing meetings, updating and tracking client files, purchasing and ordering materials, coordinating all office administrative functions, and liaising with clients.
In order to be successful in this position, you should be detail-oriented, professional, have excellent English written and verbal communication skills, be well organized, pay attention to detail and be impartial in conducting your duties.

Description:
Duties of the duties include but not limited to:

• Welcoming visitors and directing them to the relevant office/personnel.
• Carrying out clerical duties such as answering phone calls, responding to emails, and preparing documents, including office correspondence, memos, and presentations.
• Coordinating and managing appointments, meetings, in order to prevent duplicate bookings.
• Performing bookkeeping tasks such as invoicing, monitoring accounts receivable, and budget tracking.
• Maintaining general office files, including client files, vendor files, and other files related to the company’s operations.
• Handle all certification queries, maintain all certificated client files, schedule audit meetings, track audit outcomes deadlines and submission of corrective actions
• Maintain all client information as confidential and not disclose client information to any parties without the written approval of the Certification Manager
• Order updated certificates and check accuracy of all certificates
• Prepare audit files and audit schedules as per audit information provided
• Prepare AACI Board meeting files and documents for certification approvals
• Purchasing office supplies, equipment, and furniture.
• Overseeing the maintenance of office facilities, and equipment.
• File documentation relating to projects.
• Ordering of materials and quantities and maintaining installation purchases and updating files
• Compiling Daily, weekly and monthly reports and updating client database regularly

• Performing other administrative duties as required.

 
Competencies, Skills and Attributes

• Grade 12 and a diploma in business, administration, or a related field
• 5 or more years office administration experience.
• Experience in certification or compliance field will be an advantage
• Proficient in a variety of computer software applications including Microsoft Office Suite (Word, Excel, Outlook, and Access)
• Comfortable handling confidential information
• Multi-tasking and time-management skills, with the ability to prioritize tasks
• Pay attention to detail and excellent English communication, reading and writing skills
• High degree of integrity and able to maintain impartiality
• Ability to manage time efficiently under pressure
• Ability to Work Without Supervision
• Strong Record-Keeping Skills
• Ability to Multitask