Front Office Personnel / Admin Assistant at XPO Marine Services Limited

Duties and Responsibilities

• This is a full-time on-site role for an Admin Assistant/Front Office staff. The staff will be responsible for managing the front office by welcoming visitors, answering and directing inquiries, scheduling appointments, and performing a variety of administrative tasks, including clerical support, mailing, and handling calls.
• Assist with administrative duties in the company.
• Prepare memos, organizing and filing of documents.
• Prepare the first draft of the minutes of meetings.
• Ensure compliance with company security procedures by monitoring visitor access and maintaining logs.
• Support administrative department with clerical duties and management of office supplies.
• Screen and prioritize visitors based on appointments.
• Provide support in achieving major business goals.
• Proper keeping of records and documents.
• Create contents and manage the company’s social media pages.
• Ensure the front desk is neat, presentable, and equipped with all the necessary supplies such as pens, forms, and paper.
• Respond to visitor’s questions professionally and courteously.
• Accept all letters and packages and distribute them to their appropriate departments.
• Track and order office equipment and supplies.
• Perform basic data entry when needed.
• Assist in making meeting room reservations, catering arrangements and other office events management.
• Any other duties assigned.
• Responsibilities and job description may be refined with changing business needs.
• Role holder is skilled integrator – she collaborates across functions, workstreams, teams and internal/external stakeholders to implement the organization’s vision and set out goals.