Administrative Officer

Responsibilities Front Desk Management: Welcome and attend to clients, visitors, and official guests professionally. Receive and direct visitors to the appropriate department or personnel. Handle incoming calls, enquiries, and correspondence. Maintain a professional and welcoming reception area. Administrative Support: Provide day-to-day administrative support to management and other departments. Prepare, organize, file, and retrieve official documents and records. Assist in preparing letters, memos, reports, and other office documents. Maintain proper documentation and filing systems. Office Operations: Monitor the smooth day-to-day running of the office. Ensure office facilities, equipment, and workspaces are properly maintained. Monitor the availability of office supplies and stationery and request replenishment when necessary. Report faulty equipment, maintenance issues, or other operational concerns promptly. Records & Documentation: Maintain accurate records of visitors, correspondence, office supplies, and administrative activities. Ensure company documents are properly stored and easily accessible. Assist in maintaining staff and administrative records. Communication & Coordination: Serve as a communication link between the front desk, management, staff, clients, and external parties. Receive and distribute official correspondence and documents. Coordinate internal communication and administrative information where necessary. Meeting & Appointment Support: Schedule and coordinate appointments and meetings. Prepare meeting rooms and necessary materials before meetings. Assist with attendance records, minutes, and other meeting documentation when required. Office Supplies & Assets: Monitor the use and condition of office equipment, furniture, stationery, and other administrative assets. Ensure company properties are handled responsibly and report misuse or damage. Maintain an updated record of assigned office items where necessary. Staff Support: Assist staff with routine administrative needs. Support onboarding activities for new employees. Assist HR/Admin with staff documentation, attendance records, and other administrative processes. Customer Service: Attend to clients' basic enquiries and direct complex matters to the appropriate officer. Maintain a courteous, professional, and service-oriented approach when dealing with clients. Ensure visitors and clients receive appropriate assistance promptly. General Administrative Duties: Assist with photocopying, scanning, printing, dispatch, and other routine office tasks. Monitor office cleanliness and general orderliness. Carry out other administrative responsibilities assigned by the Head of Administration or Management