Front Desk and Administrative Officer at Powerex

Job Summary

• The job holder plays a crucial role in maintaining the smooth operation of the organization.
• They serve as the first point of contact for visitors and clients, while also providing administrative support to the organization.

Responsibilities
Reception and Front Desk Duties:

• Greet and welcome visitors in a friendly and professional manner.
• Maintain a clean and organized reception area.
• Assist visitors with sign-in procedures
• Handle inquiries, take messages, and forward them to the appropriate recipient.

Administrative Support:

• Manage daily correspondence, including emails, letters, and packages.
• Organize and schedule meetings, appointments, hotel bookings and travel arrangements for staff.
• Maintain office supplies, inventory and place orders when necessary.
• Monitor usage of consumables (e.g., toner, stationery, cleaning items).
• Assist with the preparation of presentations, and other documents.
• Prepare periodic administrative reports for management review.
• Manage internal logistics including meeting rooms, reception duties, and mail.

Record Keeping and Data Entry:

• Maintain and update contact lists and databases.
• Organize and manage physical and electronic files, ensuring easy access and retrieval.

Customer Service:

• Provide exceptional customer service to clients, ensuring their needs are met.
• Address complaints or direct them to the appropriate person for resolution.
• Coordinate and communicate effectively with internal teams to ensure seamless service delivery.

Facility Management:

• Coordinate repairs, cleaning, and maintenance of office buildings and equipment.
• Liaise and supervise utility service providers (e.g, plumber, electrician, cleaners, security guards, drivers, welder etc.).
• Ensure fire safety measures and compliance with health and safety regulations.

Vendor and Outsourcing Supervision:

• Ensure service level agreements (slas) are met and issues are escalated and resolved timely.

Staff Welfare and Office Coordination:

• Monitor and maintain a clean, professional office environment.
• Support welfare needs such as lunch room arrangements, sanitation, and utilities.
• Assist with planning and organizing events, meetings, and conferences.

Skills and Qualifications

• Interested candidates should possess a Bachelor's Degree with 3 years experience.
• Proven experience in a front desk or administrative role
• Proficient in Microsoft Office Suite (Word, Excel etc).
• Interpersonal skills and a friendly demeanor
• Excellent organizational skills and attention to detail.
• Ability to work independently and as part of a team.
• Time management skills and multitasking abilities.
• Excellent written and verbal communication.
• Basic understanding of procurement and asset management processes.
• Knowledge of facility management and office operations.
• Integrity and discretion with confidential matters.
• Detail-oriented and organized
• A team player with a positive attitude and willingness to learn.