Administrative Officer at MacTay Consulting

Job Responsibilities:

• Using office software, including email, spreadsheets and databases;
• Develop, Implement and Maintain procedures and office administrative systems with the approval of management;
• Managing filing systems – Staff records, Equipment documents.
• Record office expenditures and manage the budget;
• Organizing the office layout and maintaining supplies of stationery and equipment;
• Maintain the condition of the office and arrange for necessary repairs;
• Manage procurement of all office supplies of stationery, supplies, equipment and furniture
• Supervise and monitor secretarial, clerical and administrative staff duties – Drivers, Cleaner Security etc.
• Liaise and manage all third-party relationships as impacted on the company, including suppliers, artisans and clients as the need arises
• Arrange regular testing for electrical equipment and safety devices
• Arrange and oversee the recruitment process of new staff, including training and induction plans
• Ensuring adequate staff levels to cover for absences and peaks in workload
• Work out and implement off-duty processes to ensure staff are adequately covered in each outlet.
• Carry out staff appraisals, manage performance and recommend staff disciplinary measures; 
• Delegate work to staff and manage their workload and output;
• Maintain staff welfare and reward process – Health, Off days, Allowances etc.
• Respond to customer enquiries and complaints;
• Dealing with correspondence, complaints and queries
• Preparing letters, presentations and reports
• Organize meetings and training schedules for the company staff and third-party agents
• Attend conferences and training.

Job Requirements:

• The incumbent must have proficient knowledge in the following areas:
• Knowledge of office administration
• Knowledge of human resource management and supervision
• Ability to maintain a high level of accuracy in preparing and entering information

Skills Required:

• Excellent interpersonal skills
• Team building skills
• Analytical and problem-solving skills
• Decision-making skills 
• Practical verbal and listening communications skills 
• Attention to detail and high level of accuracy
• Very effective organizational skills
• Efficient written communications skills
• Computer skills, including spreadsheet and word processing programs and email at a highly proficient level 
• Stress management skills
• Time management skills

Attitudes:

• Be honest and trustworthy
• Be respectful
• Be sensitive and firm
• Be flexible
• Demonstrate sound work ethics
• Hard-working
• Flexibility – travel, outlets location, hours 
• Likes to be around people and has empathy with people 
• Has the drive to achieve
• Calm demeanour and mature outlook.