Admin Officer at People Capacity Management

Administrative officer will support the smooth running of the office by carrying out clerical tasks and projects. As an administrator in the construction industry, you could be organising project meetings. Admin Officer will be responsible for typing documents, responding to business enquiries, drawing up contracts where necessary. You are likely to be processing lots of information using a computer, so you will need strong IT skills. Excellent communication skills are also important, to ensure the office operates efficiently.

DUTIES/RESPONSIBILITIES

• Monitoring and maintaining office equipment and inventory supplies; orders replacement supplies as needed
• Creating, updating, and maintaining records and databases
• Scheduling company calendar and updating as needed
• Supporting department managers, staff, and MD
• Preparing travel arrangements for office staff and managers; overseeing and preparing expense reports and budgets
• Coordinating building and maintenance issues for general repair (heating and air conditioning, security, etc.) and updating (carpet cleaning, painting, etc.)
• Preparing correspondence, documentation, or presentation materials
• Ensure the office is furnished and equipped to meet staff and operational needs
• Coordinate office services – electricity, water, internet, cleaning, etc. – to provide staff with the best possible work environment given available resources
• Keep a maintenance schedule of all office furniture and equipment whilst ensuring prompt maintenance and repairs.
• Ensure the First Aid Box is well equipped
• Manage the office space, maintain service contracts, manage office equipment, and monitor administrative costs.
• Keep store records and ensure regular inventory of supplies
• Make all necessary travel arrangements for office visitors
• Ensure proper filing, confidentiality and storage of company documents
• Ensure the use of the company online document management system

SKILLS/ATTRIBUTES

• Excellent written and verbal communication skills
• Excellent time management skills: ability to prioritize
• Willingness to learn and to grow with the company and motivated to take on additional projects and solve problems
• Self-directed and able to work without supervision
• Comfortable in both a leadership and team-player role, manage team members, lead assistant meetings, and supervises when needed
• Highly organized multi-tasker who works well in a fast-paced environment

EDUCATION/EXPERIENCE REQUIREMENTS

•  First degree or diploma relating to the field, preferred but not essential
• Minimum of 2 years relevant working experience.
• Prior experience as an office assistant, office administrator, or handling administrative responsibilities in a related field