Administrative Assistant at Eye Foundation Hospital

Job Summary

• The administrative officer is responsible for the majority of administrative duties in the company.
• This person is the one who will manage employee records, organize files, answer calls, and provide support for the whole of the company.
• As administrative officer, the ideal candidate will be highly organized, and able to handle financial records and expenses.

Responsibilities

Office Management:

• Monitoring and maintaining office equipment, inventory supplies; orders replacement supplies as needed
• Creating, updating, and maintaining personnel records, and other records and databases
• Updating office policies and procedures
• Scheduling company calendar and updating as needed
• Preparing reports on expenses, office budgets, and other expenditures
• Supporting department managers, staff, and CEO
• Organizing conference room scheduling, equipment, and cleaning
• 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.).
• Organizing special functions and social events
• Purchasing of office consumables.
• Monitoring incoming and outgoing mail; signing for packages from USPS, FedEx or UPS; receiving mail and packages from couriers and delivering to proper recipient
• Preparing correspondence, documentation, or presentation materials
• Assisting other departments (such as financial department or HR) with administrative or clerical support.

Store Management:

• Exercises general control over all activities in Stores Department
• Ensures safe keeping both as to quality and quantity of materials supplied.
• Maintaining proper records.
• Initiate purchase requisitions for the replacement of stock of all regular stores items whenever the stock level of any item of store approaches the minimum limit fixed in respect thereof.
• Initiate action for stoppage of further purchasing when the stock level approaches the maximum limit.
• Checking and receiving purchased materials forwarded by the receiving department and to arrange for the storage in appropriate places.
• Reserving a particular material for a specific job when so required.
• Issuing materials only in required quantities against authorized requisition notes/material lists.
• Checking the book balances, with the actual physical stock at frequent intervals by way of internal control over wrong issues, pilferage, etc.

Client Relationship Management:

• Building and maintaining relationships with clients and key personnel within customer companies.
• Conducting business reviews to ensure clients are satisfied with their products and services.
• Alerting the sales team to opportunities for further sales within key clients.
• Letting customers know about other products the company offers.
• Attending to clients’ inquiries and queries and escalating appropriately.
• Building relationships with both new and existing clients.
• Escalating and resolving areas of concern as raised by clients.
• Carrying out client satisfaction surveys and reviews.
• Passing leads to the sales team and following up on progress.
• Liaising with internal departments to ensure client needs are fulfilled effectively.

Qualifications

• A Bachelor’s degree, in business, administration, or related field preferred.
• Minimum of one year experience in a similar role.

Skills and Competencies:

• Excellent written and verbal communication skills.
• Excellent time management skills; able to prioritize.
• Motivated to take on additional projects and solve problems.
• Comfortable in a fast-paced environment with multiple tasks and projects at hand.
• Able to organize and manage large amounts of files, tasks, schedules, and information.
• Self-directed and able to work without supervision.
• Energetic and eager to tackle new projects and ideas.
• Comfortable in both a leadership and team-player role, manages team members, leads assistant meetings, and supervises when needed.
• Able to perform clerical duties, maintaining files and confidential information, organizing documents as needed.
• Prior experience as office assistant, office administrator, or handling administrative responsibilities in a related field.
• Highly organized multitasker who works well in a fast-paced environment.

Computer Savvy Skills:

• Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, and Excel); scheduling appointments/updating calendars on outlook and google calendar.