Administrative Officer at Soteria Eye Clinic

A successful Administrative Officer will act as the point of contact for all employees, providing administrative support and managing their queries.

JOB RESPONSIBILITIES

• Greeting and directing visitors, answering phone inquiries and handling complaints in a courteous, professional manner
• Managing office supplies stock, placing orders, preparing regular reports (e.g., expenses and office budgets) and organizing company records.
• Maintain and update company databases 
• Organize a filing system for important and confidential company documents 
• Answer queries by employees and clients 
• Update office policies as needed.
• Maintain a company calendar and schedule appointments 
• Distribute and store correspondence (e.g., letters, emails and packages) 
• Prepare reports and presentations with statistical data, as assigned 
• Arrange travel and accommodations 
• Schedule in-house and external events where necessary
• Working closely with other Admin Officers across branches to ensure they have what they need.
• Ensuring office supplies are maintained, including checking inventory and working with vendors to ensure adequate levels of necessary supplies at all times.
• Ensuring the confidentiality and security of files and filing systems 
• Coordinating schedules, arranging meetings, distributing memos and reports and ensuring that everyone is kept current of necessary company news and information 
• Operating copy equipment, fax machines, printers or other equipment necessary
• Book meeting rooms/conference as required for a meeting
• Distribute and store correspondence (e.g., letters, emails and packages) 
• Prepare reports and presentations with statistical data, as assigned 
• Ensuring office supplies are maintained, including checking inventory and working with vendors to ensure adequate levels of necessary supplies at all times.
• More responsibilities will be assigned to you when the need arises.
• Follow up with the office assistant by ensuring the office environment/offices are clean and conducive for the day’s business activities 
• Take inventory of the office stationeries and ensure efficient usage of the stationeries.
• Monitor the generator usage and ensure service is done on it as when due 
• Ensure proper market survey is carried out on any items /products in order to ascertain the best market ruling price.
• Ensure that all electrical appliance is switched off before leaving the office.
• Develop an excel template that indicate all the expenses incurred on daily basis, which will be used for weekly and monthly report.