Administrative Officer at Wendernek Consulting Limited

Job Description
Office Reception & Administration:

• Oversee and administer the day-to-day running of the office in accordance with policies, procedures, and systems to ensure productive and efficient office operations.
• Maintain office security by following safety procedures and controlling access via the reception desk.
• Serve as the primary point of administrative contact and liaison with other offices, individuals, and institutions on operational matters of the company.
• Interface and coordinate suppliers and vendors, initiating procurement and ensuring prompt payment and delivery of goods and services.
• Assist with various administrative tasks, such as expense tracking, document preparation, filing, and data entry.
• Code and sort documents so they can be accurately processed or filed.
• Respond to, or redirect, routine inquiries from external or internal sources about the organization, its activities, or processes so callers/visitors are answered promptly and accurately.
• Update calendars and schedule meetings as required.
• Maintain a safe and clean reception area.

Administrative Support and Planning:

• Schedule, organize and coordinate meetings as directed, including meeting space, audio/visual equipment, food/beverage requirements, and administrative support to ensure a successful event.
• Prepare, circulate and maintain the attendance sheet for all meetings (including staff meetings, toolbox meetings, HSE meetings)
• Set up, facilitate and attend staff meetings, participate in staff discussions, as appropriate.
• Arrange travel and accommodation, manage agendas, travel plans and appointments for field and other staff as may be required.
• Provide support to the office of the Director Operations in managing his schedule, meetings, official travels, and appointments.
• Take accurate minutes of meetings and distribute them accordingly.
• Set appointments and reminders for the department leadership team.
• Maintains continuity among work teams by documenting and communicating actions plans and/or irregularities.
• Provide secretarial support to the departments (scanning, printing, filing etc).

Assets and Facility Management:

• Assist the Accountant in developing asset management plans for all assets, assessing the need for new purchases, or disposals.
• Assist the Accountant in asset management and disposition of inactive and obsolete assets by tracking inventory, costs, movement, and disposition.
• Maintain and keep asset register(s) of all Company’s Fixed Assets, to include the proper asset numbering, records of the location of assets and persons under whose control or possession each asset is.
• Enter asset data such as hardware serial numbers or identification tags into the Asset Database and ensure information is up-to-date, accurate, and auditable.
• Plan, prioritize, and manage maintenance activities and upgrades to equipment, facilities, and systems by scheduling ongoing routine maintenance and enforcing rules of occupancy (per location of each equipment) to minimize disruptions to business activities.
• Monitor and keep track of office supplies and consumables, maintain inventories of stock, placing order for replenishment when necessary.
• Select and manage relationships with suppliers (e.g. vendors of photocopy, or printing machines, power generating set) to ensure satisfactory standards of service and oversee their maintenance activities.

Bookkeeping and Accounting:

• Maintain accurate records of all cash requisitions, including supporting documentation from the requestor and make proper returns of cash obtained.
• Support bookkeeping and budgeting procedures for the company in respect of front office, office equipment and supplies expenditure.
• Assist in planning and monitoring office administration related expenditures.
• Develop and coordinate budgets for the office operation and associated accounts as appropriate.
• Maintain a balanced petty cash register.
• Receive and review petty cash requests from staff, verify the request is for a valid business expense and supported by appropriate documentation.
• Disburse the requested amount in cash, after verification and management approval and obtain a signed petty cash voucher from the requestor.
• Record each petty cash disbursement in a petty cash log, including the date, amount, purpose, and recipient of the funds with the supporting documentation, such as receipts or invoices, to the petty cash voucher.
• Reconcile entries to balance the petty cash account.
• Monitor office expenses and costs and keep updated records of office expenses and costs.
• Follow up on bills and payments associated with the office (Utility, Security)
• Comply with Company’s policies, review, and approval processes in making requests for reimbursement for petty cash and other major business expense cash requisitions (travels for staff etc.).

Records management:

• Manage emails, letters, packages, and other forms of correspondence in accordance with the mail management procedure.
• Create electronic copies and filing system for all physical incoming and outgoing correspondence by scanning and storing them in the appropriate folders on the Organization’s OneDrive folder, including tracking and locating missing documents.
• Handle and store surface mail securely to maintain the confidentiality of correspondence.
• Keep all records and files updated.

Others:

• Perform any other tasks as may be assigned.

Requirements

• Bachelor’s Degree in Business Administration, or a related field.
• Proficient in a variety of computer software applications including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams and Access).
• At least 2 years’ proven experience as office assistant, office administrator or in relevant position.
• Familiarity with common procedures and basic bookkeeping and account principles used in the office.
• Customer Service Orientation/Client Focus (Internal and External).