Front Desk Officer and Admin Assistant at Jolly Energy Fleet Limited

Location: Otokutu Junction

Job Summary:

The Front Desk Officer/Admin Assistant will serve as the first point of contact for Customers, visitors, clients and stakeholders, in our Organization.  This individual will be instrumental in creating a welcoming environment while performing a range of administrative and office support tasks. The role involves managing front desk duties, providing excellent customer service, and ensuring the smooth operation of office functions. Additionally, this position will assist with various administrative tasks to support the overall efficiency of the office.

Key Responsibilities

Reception & Customer Service

• Greet visitors, clients, and employees in a courteous, professional, and friendly manner.
• Receive and direct phone calls, handle inquiries, and take messages as required.
• Maintain a positive and professional first impression of the company for all Stakeholders. 
• Manage visitor log, ensuring proper visitor access and compliance with company policies.
• Provide general information about the company and services offered to clients and guests.

Administrative Support

• Assist with administrative tasks such as scheduling meetings, handling correspondence, and managing office supplies.
• Maintain the reception area, ensuring it is clean, organized, and welcoming at all times.
• Support office staff with day-to-day operations, including photocopying, scanning, filing, and preparing documents.
• Coordinate office deliveries and shipments, ensuring timely distribution and proper handling of packages.
• Maintain appointment calendars and assist in scheduling internal meetings or events.
• Assist with maintaining office records, filing systems, and data entry.

Communication & Coordination

• Act as the liaison between various departments to ensure smooth communication and scheduling.
• Assist in handling incoming and outgoing mail and packages.
• Prepare and distribute internal communications as needed.
• Support the Admin/HR team with the coordination of interviews, onboarding processes, and employee documentation.

Miscellaneous Tasks

• Handle special requests from clients or employees and ensure timely resolution.
• Assist in organizing company events, functions, or meetings.
• Perform other duties as required by the management or office staff.

Skills and Qualifications

Essential:

• BSc. in Office Administration or related fields preferred.
• Minimum of 2-3 years of experience in a front desk, receptionist, or customer service role.
• Strong verbal and written communication skills. Ability to effectively communicate with clients, staff, and management.
• Excellent organizational and multitasking abilities. Ability to handle multiple tasks and prioritize effectively in a fast-paced environment.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint), other proficiencies in computers program is an added advantage. 
• Ability to maintain confidentiality and handle sensitive information with discretion.