Admin Officer at Ama-Zuma Group

Job Description

• Supervises the cleaners.
• Ensure the premises are clean and well weeded.
• Identify and report all necessary repairs on any part of the building.
• Monitor fuel level and routine maintenance of office generating set.
• Raise request memos for office generator once the fuel level is at 600litres
• Monitor and manage electricity and electricity bills for the office.
• Manage the Hilux vehicles and hold meetings with the drivers weekly.
• Monitor the condition, performance and mileage of all vehicles.
• Arrange for the servicing of each vehicle as and when due.
• Monitor the movement of vehicles.
• Ensure the renewal of all vehicle papers as and when due.
• Carry out spot inspection on vehicles that are sent to regions.
• Recommend exit pass for all the Hilux vehicles.
• Generate all admin related memos.
• Collation of bills to be paid to artisans and cleaners before the end of the month
• Register and dispatch memos for effective tracking.
• Record and process gate pass, and petty cash as required and instructed.
• Prepare and maintain an accurate record of the company’s assets and ensure that the relevant updates are made across all departments.

Responsibilities

• Manage office supplies stock and place orders
• Prepare regular reports on expenses and office budgets
• Maintain and update company databases
• Organize a filing system for important and confidential company documents
• Answer queries by employees and clients
• Update Office policies as needed
• Maintain a company calendar and schedule appointments
• Book meeting rooms as required
• Distribute and store correspondence (e.g. letters, emails and packages)
• Prepare reports and presentations with statistical data, as assigned
• Arrange travel and accommodations
• Schedule in-house and external events

Qualifications / Job Competencies

• Candidates should possess an HND / Bachelor's Degree.
• 6 or 8 years relevant experience in an administrative role
• Excellent communication and presentation skills
• Ability to multi-task and work under pressure
• Good planning and stress management skills
• Ability to work independently and execute tasks effectively
• Proficiency in Microsoft Office Skills (Microsoft Office, Word Excel PowerPoint & Outlook
• Solid knowledge of Office procedures
• Experience with Office management software like MS Office (MS Excel and MS Word, specifically)
• Strong organization skills with a problem-solving attitude
• Excellent written and verbal communication skills.