Administrative Assistant at Independent Project Monitoring Company Limited (IPMC)

DUTIES AND RESPONSIBILITIES

Administrative Support

• Answer and direct phone calls, take messages, and respond to inquiries.
• Greet and assist visitors to the office.
• Maintain and update office files, databases, and records, both electronic and physical.
• Handle incoming and outgoing mail and packages.
• Dispatch and deliver letters/mails to stakeholders

Scheduling and Coordination

• Assist in the scheduling of meetings, appointments, and conference calls.
• Prepare meeting rooms, including setting up equipment and arranging refreshments.
• Coordinate office events, such as meetings, training sessions, and celebrations.

Document Preparation

• Prepare and edit documents, reports, and presentations.
• Maintain office forms and templates.
• Photocopy, scan, and fax documents as needed

Office Supplies and Equipment

• Monitor and order office supplies, ensuring stock levels are maintained.
• Maintain office equipment and arrange for repairs when necessary.
• Coordinate with vendors for office-related purchases and services.
• Data Entry and Information Management
• Input data into spreadsheets, databases, and other software systems.
• Assist with basic bookkeeping tasks, such as processing invoices and tracking expenses.

General Office Duties

• Ensures the coordination of the office environment’s cleanliness and organization
• Assist with the onboarding of new employees, including preparing workspaces and providing orientation materials.
• Perform other clerical duties as assigned by management.

REQUIRED SKILLS

• Must have excellent skills with MS office applications (Word, Excel & Power Point) with very good typing skills.
• Must be very Detail-oriented.
• Ability to work in a fast-paced environment.
• Very good communication skills.

Qualification:

• HND or B.Sc, in any related field.

EXPERIENCE

• At least 4 year experience as an office administrative assistant.