Office Administrator at Buckler Ordnance Systems Limited

Job Description

• Responsible for opening the office to the organization in the morning and closing the door at the end of the day.
• Receive and welcome all guests to the office in a friendly and hearty way.
• Ensure the front office reception is well organized.
• Ensure that the cleaners and security guard do their jobs in a timely manner.
• Provide support to other departments to ensure a smooth office operation.
• Answer and direct phone calls to the respective staff in a friendly way.
• Answer incoming inquiries by phone and email with a friendly tone and the right attitude.
• Issue passes and signs for visitors to the office.
• Take minutes of meetings.
• Maintain a system for recording the use of expenses and petty cash
• Direct visitors to the appropriate destination i.e. meeting/board room or a particular office room
• Discharge visitors who are leaving the office.
• Coordinate and schedule travel meetings and appointments for senior officials.
• Ensure regular cleaning of the office by the cleaners and proper maintenance of the work environment.
• Maintain accurate and up-to-date staff contact lists.
• Photocopies and collates paper and mailings.
• Ensure all office equipment is in good working order.
• Update Fixed Asset Register.
• Organizes stationery orders, and office supplies and ensures there is sufficient stock without overstocking.
• Make necessary arrangements for the procurement of consumable water, beverages, coffees, etc.
• Follow up on orders to ensure timely delivery.
• Reconcile monthly utility statements.
• Coordinate the duties of low-level employees.
• Ensure proper liaison with the IT support service to ensure continuous management of the office.
• Ensure timely announcement of staff members' birthdays and other events.
• Perform other duties as assigned.

Qualifications

• Educational Background: A Degree or Diploma in Business Administration, Office Management, or a related field is preferred.
• Experience: 2 - 3 years proven experience in an administrative or office management role.
• Technical Proficiency: Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and familiarity with office management software.
• Organizational Skills: Exceptional organizational skills with a keen attention to detail and the ability to multitask effectively.
• Communication Skills: Strong verbal and written communication skills, with the ability to interact professionally with all levels of staff and external stakeholders.
• Problem-Solving Ability: Demonstrated ability to identify issues and implement effective solutions promptly.

Why Buckler Systems?

• Impactful Work: Contribute to projects that enhance national security and defense capabilities.
• Professional Growth: Opportunities for continuous learning and development within a dynamic and innovative environment.
• Collaborative Culture: Work alongside a dedicated team of professionals who share your passion for excellence and innovation.
• Competitive Compensation: Attractive salary and benefits package commensurate with experience and expertise.