Administrative Executive at ESOSA Food System

Job description

• Ensuring that fresh ingredients and supplies are available when daily production starts in the early morning hours.
• Monitoring the material issuing process and ensuring that materials are issued only according to the standard given by the Manager
• Establishing a professional brand, consistent image and stellar reputation for the company.
• Maintaining daily attendance records.
• Planning and coordinating administrative procedures and systems and devising ways to streamline processes.
• Ensuring the smooth and adequate flow of information within the organization to facilitate business operations.
• Booking and arranging travel, transportation, and accommodation.
• Typing, compiling and preparing reports, presentations, and correspondences.
• Authorizing fuel vouchers for the release of fuel to office vehicles and monitoring its usage.
• Monitoring costs and expenses to assist the Manager in budget preparation.
• Monitoring inventory of office supplies and the purchase of new materials paying full attention to budgetary constraints.
• Receiving visitors and directing them to the appropriate offices.
• Ensuring that the office and company environment is thoroughly clean and presentable.
• Ensuring that operations adhere to the company’s policies and regulations.
• Liaising with vendors and suppliers on behalf of the company.
• Acting as the first point of contact and dealing with correspondence and phone calls.
• Preparing weekly reports on material usage, office cleaning schedule, maintenance sheet and fuel reconciliation sheet.
• Managing diaries, organizing meetings and appointments; often controlling access to the Manager.
• Managing databases and filing systems for proper recording, documentation and safekeeping of files and records.
• Collating and filing expenses incurred in the operation of the business.