Administrative Officer at Buckler Ordnance Systems Limited

Job Description

• Responsible for opening the office to the organization in the morning and closing the door at the end of the day.
• Receive and welcome all guests to the office in a friendly and hearty way.
• Ensure the front office reception is well organized.
• Ensure that the cleaners and security guard do their jobs in a timely manner.
• Provide support to other departments to ensure a smooth office operation.
• Answer and direct phone calls to the respective staff in a friendly way.
• Answer incoming inquiries by phone and email with a friendly tone and the right attitude.
• Issue passes and signs for visitors to the office.
• Take minutes of meetings.
• Maintain a system for recording the use of expenses and petty cash
• Direct visitors to the appropriate destination i.e. meeting/board room or a particular office room
• Discharge visitors who are leaving the office.
• Coordinate and schedule travel meetings and appointments for senior officials.
• Ensure regular cleaning of the office by the cleaners and proper maintenance of the work environment.
• Maintain accurate and up-to-date staff contact lists.
• Photocopies and collates paper and mailings.
• Ensure all office equipment is in good working order.
• Update Fixed Asset Register.
• Organizes stationery orders, and office supplies and ensures there is sufficient stock without overstocking.
• Make necessary arrangements for the procurement of consumable water, beverages, coffees, etc.
• Follow up on orders to ensure timely delivery.
• Reconcile monthly utility statements.
• Coordinate the duties of low-level employees.
• Ensure proper liaison with the IT support service to ensure continuous management of the office.
• Ensure timely announcement of staff members' birthdays and other events.
• Perform other duties as assigned.