Front Desk & Administrative Associate at Busha Digital LTD

As Busha transitions into a physical office space, we’re looking for a proactive and highly organized Front Desk & Administrative Officer to manage our front office operations and provide comprehensive administrative and office support. This person will be the face of our organization, ensuring a warm welcome for all guests while supporting internal teams with office coordination, supplies, and events.

You will work closely with the People Operations team to create a welcoming environment for clients and staff, while also coordinating office logistics, vendor relationships, and day-to-day operational tasks that support the team’s productivity and well-being.

Responsibilities:

Front Desk Management

• Welcome and attend to guests, clients, and vendors professionally and warmly.
• Manage all incoming calls and inquiries and redirect them appropriately.
• Ensure the reception and communal areas are tidy, presentable, and well-stocked at all times.
• Manage incoming and outgoing mail, packages, and deliveries.
• Maintain a clean and well-organized front desk and reception area.

Administrative Support

• Provide daily administrative support to the HR and Operations team.
• Maintain proper filing systems for documentation, invoices, and records.
• Assist with travel bookings, logistics, and scheduling internal/external meetings.
• Support scheduling and coordination of company-wide meetings and team activities.
• Support the People Operations team with administrative duties and ad hoc tasks.

Office Coordination

• Monitor and ensure timely replenishment of office supplies and stationery.
• Coordinate with vendors for facility management and supply procurement.
• Maintain inventory of office equipment and supplies.
• Ensure office supplies are stocked and make purchase requests as needed.
• Coordinate with service providers (cleaning, internet, security, etc.) to maintain smooth office operations.
• Coordinate office maintenance and repairs, liaising with vendors and ensuring timely completion.
• Assist in the management of office equipment and ensure proper functioning.
• Maintain and update internal databases and records.
• Schedule and prepare meeting rooms for internal and external meetings
• Manage incoming and outgoing mails, including sorting, distributing, and preparing shipments.
• Prepare agendas and minutes for meetings.
• Handle photocopying, scanning, and binding of documents.
• Perform other administrative duties as assigned to ensure efficient office operations.

Event & Meeting Support

• Assist in organizing and coordinating in-office events, training sessions, and team bonding activities.
• Provide hands-on support before and during events to ensure smooth execution.
• Ensure meeting rooms are clean, well-prepared, and functioning with necessary tools.
• Experience working in a Fintech or startup environment
• Familiarity with basic HR or office management tools
• Event coordination or vendor management experience
• Ability to maintain discretion and handle confidential information

The ideal employee must have

• Bachelor’s degree in Business Administration or a related field
• Minimun of 3 years experience in a front desk or administrative role
• Experience working in a Fintech or startup environment.
• Familiarity with basic HR or office management tools
• Event coordination or vendor management experience
• Ability to maintain discretion and handle confidential information
• Strong communication and interpersonal skills
• Good organizational and multitasking abilities
• Proficiency in Microsoft Office and Google Workspace
• Professional, friendly, and proactive attitude.