MAIN DUTIES:

• Organize office operations and procedures
• Maintain the office condition and arrange necessary repairs where required
• Be the point person for maintenance, mailing, transport, supplies, equipment, bills, and errands
• Organize the office layout and order stationery and equipment
• Coordinate with IT department on office equipment
• Purchase office supplies and equipment and maintain proper stock levels
• Manage contract and price negotiations with office vendors, service providers and office lease
• Ensure that all items are invoiced and paid on time
• Address employees’ queries regarding office management issues
• Coordinate domestic and international travel, including flight, hotel, and car rental reservations.
• Assign and monitor clerical, administrative, and secretarial responsibilities and tasks to the receptionist
• Allocate tasks and assignments to tea ladies and messenger and monitor their performance
• Provide an efficient despatch and courier system
• Ensure office financial objectives are met by preparing annual budget for the office, planning the expenditures, analyzing variances, and carrying out necessary corrections that may arise
• Perform receptionist duties in the absence of the receptionist: greet visitors; provide support to visitors; answer and direct phone calls; receive and sort incoming mail and deliveries, and manage outgoing mail
• Provide logistics for client and staff as per request
• Partner with HR to update and maintain office policies as necessary
• Assist in the onboarding process for new hires
• Maintain a safe, secure, and pleasant work environment
• Provide other administrative support as assigned by the reporting