Job Title: Administrator, Front-desk Officer
Job Field
Administration, Secretarial
Position Summary
Reporting to the Head of Resources, the role is primarily responsible for the management of VANSO office facilities and admin functions. This role will also act as Front Desk Officer.
Development of office management manual guide; this will include administrative, front desk and facilities process and procedures. This is a live document which will constantly be updated as the department develops and progresses
Supervise and monitor cleaning staff.
Perform clerical duties as required; photocopy, scanning, filing etc.
Assist in setting up of office equipment for meetings, workshops, seminars
Maintain office files
Coordinate repairs to office equipment
Co-ordinate refreshments during meetings, workshops and seminars
Procurement of and monitoring stock level of office materials, stationeries etc. This include being in charge of handling requisition request from staff for items
Ensure the office vicinity is clean at all times.
Develop an office contacts database which will be regularly updated and relationships well maintained.
Answer all incoming calls and handle caller’s inquiries; re-direct calls as appropriate and take adequate messages when required.
Greet, assist and direct visitors and the general public.
Incoming and outgoing mail management
Schedule appointments and manage the appointment diary.
Participate in ad-hoc projects and performs other activities as assigned.
Requirement
HND, OND or equivalent in Business Administration , Public Administration, Public Policy or other such relevant fields
Minimum 1- 3 years in administration, Customer Service and facilities management.
Excellent use of MS Office Applications such as Microsoft Word, Microsoft Excel and Microsoft Access
Excellent Customer care, communication and public relations skills
Articulate, cordial, hospitable and pleasant personality
Good telephone etiquette
Good people management and interpersonal skills
Ability to remain calm under pressure, Logical and Analytical, Integrity, Organized, Accurate and pays attention to detail
Ability to work well within a team, towards a shared goal
Ability to work under pressure, grappling with multiple tasks.
Creative in looking for and suggesting improvements
Ability to convey factual information clearly and accurately
Self-motivated
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