Administrative Officer at Hodskey Consultants Limited

JOB SUMMARY

The Admin. Officer of the Institute shall play a crucial role by managing daily office operations; providing clerical and administrative support,  maintaining  physical and electronic filing systems,  managing databases,  coordinating logistics, handling visitor's inquiries, managing office equipment and general supervision of administrative support staff, security guards,  environmental infrastructure to ensure institutional efficiency.

Key Duties and Responsibilities

• Welcome visitors with a professional and friendly demeanour.
• Manage incoming calls, emails, and correspondence promptly and efficiently.
• Schedule appointments and maintain calendars for members.
• Handle inquiries and provide accurate information about the Institute and its services.
• Assist in organizing and coordinating meetings, venue logistics,  training, seminars,  conferences, workshops, and relevant events.
• Maintaining cleanliness and organization of the front desk area.
• Ensure security procedures are followed regarding visitor's access.
• Collaborate with various departmental teams to provide support as needed.
• Maintaining confidentiality of sensitive records,  ensuring adherence to institutes policies.
• Uphold a high standard of customer service and professionalism in all interactions.
• Maintaining office equipment and troubleshooting issues. 
• Tracking inventory levels,  ordering office supplies,  and liaising with vendors. 
• Assisting with expense reports, budget tracking, and basic invoicing. 
• Documentation and efficient record keeping.
• Ensure a hygienic and clean office environment. 
• Overseeing Office Security Guards,  administrative support staff, security guards,  front office staff, and cleaners to ensure efficient performance. 
• Any other duties or responsibilities that may be assigned from time to time.

QUALIFICATIONS AND COMPETENCIES

• Have a bachelor's degree/HND in the Social Sciences or any relevant discipline with 3-5 years working experience in a relevant function. 
• Excellent communication skills
• Strong administrative skills
• Demonstrate ability to multitask effectively
• Uphold a high standard of customer service and professionalism in all interactions.
• Strong analytical/problem solving skills. 
• Excellent time management,  organizational skills, ability to prioritise  tasks , and attention to detail. 
• Willingness to work flexible hours if required.
• Proficiency in Microsoft Office Suite ( Word, Excel,  PowerPoint,  Printers, etc)