Job Summary

We are hiring for the role of an Administrative Executive who will oversee the management of the company’s facility, and administrative and clerical duties.

Job Description

Manage and inspect the office building.

• Receive and screen all incoming calls.
• Maintenance of project files, documents, correspondence, and communications.
• Maintenance of staff attendance and punctuality.
• Documentation control.
• Assist other departments on any tasks assigned.
• Make provision for and take stock count of office supplies and replacement supplies.
• Handle special administrative projects, as well as overflow work from department such as word processing, data entry and internet research tasks.
• Ensure completion of paperwork, sign-in and security procedures.
• Adhere tprocedures relating tthe proper use and care of equipment and materials for which the role has responsibility.
• Handle repairs and maintenance of office facilities and equipment.
• Observe, rectify, and keep records of office repairs and maintenance.
• Obtain quotes, negotiate pricing with artisans for repairs, supplies and all maintenance jobs.
• Take notes, prepare, and report minutes of meetings tmanagement and staff.
• Drafting of internal memos when required.
• Receive letters, packages, etc. and distribute them tthe appropriate designation.
• Assist with preparation of monthly/annual admin budget tFinance/accounts team and follow up with payments.
• Manage and disburse petty cash upon request.
• Manage records of all utility bills, vendor information and payment information.
• Monitoring and maintaining of all company vehicles, car insurance policies, road taxes, licenses, and other vehicle documents.
• Notify finance of all bills due for payments.
• Supervise office assistants, security personnel and drivers and ensure they carry out their duties.
• Supervise support staff. (Drivers, Office assistants, Security Officer)
• Create weekly and monthly reports for senior management use.