Admin Officer at Finicky Clean Limited

Responsibilities
Office and Administrative Support:

• Manage Office Operations: Oversee the smooth running of the office, including supplies, maintenance requests, and liaising with vendors.
• Documentation and Filing: Maintain and organize documents, including staff records, contracts, and client files, ensuring easy access and compliance with data protection policies.
• Inventory Management: Track and manage stock levels of cleaning supplies, equipment, and office essentials; reorder when necessary to avoid shortages.

Staff Coordination and Support:

• Schedule Coordination: Assist in preparing and updating employee schedules, ensuring sufficient staff for each client site.
• Onboarding and Training: Assist in onboarding new staff by preparing necessary paperwork, conducting initial orientation, and communicating company policies.
• Attendance and Leave Management: Track attendance and leave records for payroll processing, ensuring accurate and up-to-date records.

Client and Vendor Relations:

• Customer Support: Handle client inquiries, feedback, and complaints professionally; relay messages to the appropriate team for resolution.
• Contract Management: Maintain records of client contracts and renewals, ensuring timely renewals and adjustments when necessary.
• Vendor Coordination: Communicate with suppliers regarding inventory, order fulfillment, and issue resolution to maintain effective supply chains.

Financial and Payroll Assistance:

• Invoice Processing: Generate, send, and follow up on invoices; manage petty cash and other expenses.
• Payroll Support: Compile and process payroll data, including hours worked, overtime, and deductions for timely payment to employees.
• Budget Monitoring: Assist in budget tracking and report financial discrepancies to management.

Health, Safety, and Compliance:

• Ensure Compliance: Ensure adherence to health and safety regulations, especially in the handling and storage of cleaning chemicals.
• Documentation of Safety Training: Maintain records of staff training sessions related to safety procedures and emergency protocols.
• Incident Reporting: Document and report any accidents or incidents on client sites, following company and legal protocols.

Communication and Reporting:

• Daily Reports: Prepare and submit daily or weekly reports on office activities, stock levels, and site issues.
• Team Communication: Communicate updates, changes, and information effectively across teams, ensuring everyone is aligned on tasks and client expectations.
• Meeting Coordination: Arrange team meetings, including preparing agendas and taking minutes.

Technology and Systems Support:

• Software Management: Utilize scheduling and payroll software, CRM systems, or other software tools to streamline operations.
• System Updates: Regularly update systems with accurate data, such as employee information, schedules, and client records.