Admin Officer at Invealth Partners Limited

Main duties

• Greet and welcome visitors in a courteous manner.
• Answer phone calls and direct them to the appropriate personnel.
• Manage inquiries and provide accurate information about the organization.
• Maintain a clean and organized reception area.
• Ensure all necessary materials (brochures, business cards, etc.) are available and up-to-date.
• Address client complaints professionally and escalate issues when necessary.
• Provide assistance to guests during their visit to ensure a positive experience.
• Respond to web or email inquiries promptly.
• Conduct follow-up calls to ensure client satisfaction.
• File and organize documents systematically, both physically and digitally.
• Schedule appointments and manage meeting calendars for senior staff members.
• Handle incoming and outgoing mail, deliveries, and courier services.
• Monitor office supplies and ensure timely replenishment.
• Assist in preparing meeting materials, such as agendas and minutes.
• Conduct daily checks on diesel levels to ensure timely ordering before depletion.
• Manage office supplies, including water, tea, biscuits, and cleaning materials, to ensure they are ordered before they expire.
• Oversee stationery stock, such as staple pins, A4 papers, brown envelopes, whiteboard markers, and ink, to maintain adequate supplies.
• Ensure timely servicing of air conditioners and generators to maintain optimal working conditions.
• Coordinate with maintenance and operations teams to address any facility-related issues promptly.
• Prepare logistical requirements for staff travel or external engagements, such as booking flights, accommodations, and other logistics for staff.
• Assist in organizing office events, workshops, or meetings, including venue booking and catering arrangements.
• Coordinate with vendors for services like cleaning, maintenance, and security.
• Maintain logs for visitors, calls, and correspondence for record-keeping purposes.
• Prepare and submit regular reports on front desk activities and administrative tasks.
• Compile staff weekly reports.
• Assist in maintaining databases and spreadsheets related to office operations.
• Document management and control.
• Upload documents to Google Drive in an organized manner.
• Implement document control across different departments to ensure version control and compliance.
• File hard copies of documents properly for all company units.
• Assist in typing documents as needed.
• Enter data into company systems accurately and efficiently.
• Schedule meetings and appointments for staff members.
• Coordinate with internal teams to ensure seamless operations across departments.
• Manage the organization's phone system, including setting up new extensions and troubleshooting issues.
• Assist in maintaining the organization's email system and ensuring all staff have access to necessary communication tools.
• Ensure compliance with health and safety regulations in the reception area.
• Maintain the first aid kit and report any incidents to management.
• Support other administrative tasks as assigned by the MD, GM, managers of different units or line managers.
• Participate in training sessions to enhance skills and knowledge.
• Collaborate with other departments to ensure alignment with organizational objectives.

Requirements

• Minimum of a Bachelor's degree in Administration or related field.
• At least 4 years of experience in front desk or administrative roles (preferably in hospitality or corporate settings)
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, etc).
• Strong organizational abilities with attention to detail.
• Ability to multitask effectively in a fast-paced environment.