Front Desk/Admin Officer at Structured Energy Systems Limited

Duties

• Greet and direct all visitors, including vendors, client’s job candidates and customer.
• Manage and inspect the office building.
• Receive and screen all incoming calls.
• Maintenance of project files, documents, correspondence, and communications.
• Maintenance of staff attendance and punctuality.
• Documentation control. Assist other departments on any tasks assigned to you.
• Make provision for and take stock count of office supplies and replacement supplies.
• Handle special Administrative projects, as well as overflow work from department such as word processing, data entry and internet research tasks. Ensure completion of paperwork, sign-in and security procedures.
• Adhere to procedures relating to the proper use and care of equipment and materials for which the role has responsibility.
•  Adhere to stated policies and procedures relating to health and safety and equality management.
• Handle repairs and maintenance of office facilities and equipment.
•  Observe, rectify, and keep records of office repairs and maintenance. Obtain quotes, negotiate pricing with artisans for repairs, supplies and all maintenance jobs.
• Take notes, prepare, and report minutes of meetings to management and staff.
• Drafting of internal memos when required.
• Receive letters, packages, etc. and distribute them to the appropriate designation.
• Prepare monthly admin budget to Finance/accounts team and follow up with payments.
• Manage and disburse petty cash upon request.
• Manage records of all utility bills, vendor information and payment information.
• Monitoring and maintaining of all company vehicles, car insurance policies, road taxes, licenses, and other vehicle documents.
• Notify finance of all bills due for payments.
• Supervise office assistants, security personnel and drivers and ensure they carry out their duties.
• Perform other tasks assigned by the management.
• Will sometimes manage Social Media accounts for the Group