Administrative Secretary


A Reputable Company

Job Summary

Perform essential front line administrative duties including answering phone calls, greeting clients, and overseeing the office budget.

  • Minimum Qualification: Degree
  • Experience Level: Mid level
  • Experience Length: 2 years

Job Description

Job Purpose:

This position is a front line role created to provide effective and efficient administrative services to support the various roles in the organisation. The role interfaces the company and the external clients.

Principal Accountabilities:

  • Welcoming of visitors into the office and directing them to the appropriate officials of the company.
  • Direct and control movement of visitors in the office ensuring that visitors do not enter the work area with appropriate authorization.
  • Ensure that all visitors allowed to the work area do not overstay in the work area.
  • Manage all calls including answering of incoming calls, taking notes for recipient as well as redirecting them (where necessary) to appropriate staff.
  • Regular checking and redirecting of mails ensuring recipients acknowledge receipts.
  • Preparation of minutes of meetings.
  • Handling all external customers complaints with utmost professionalism and ensure prompt feedback
  • Ensure all office utilities are monitored and managed appropriately.
  • Management and coordination of the corporate lunch including timely reporting on the challenges encountered.
  • Assist in filling of relevant documents.
  • Ensure office ambiance is always in good condition and welcoming for visitors.
  • Carry out any other duties that may be assigned.

Key Challenges:

  • Managing performance of employees
  • Conflict resolution / management
  • Multi-tasking
  • Flexible enough to accommodate changing customer/client needs and operational constraints.

Job Knowledge, Skills And Experiences:

Key Competencies And Level

  • Change Management:  Knowledge
  • Ms. Word, Excel, Power point and Outlook: Skill
  • Team management and Leadership:   Skill
  • Negotiations skills:   Knowledge
  • Communication:   Skill
  • Health and Safety:   Knowledge
  • Project Management: Knowledge

Qualifications and Experience Required:

  • Bachelor’s degree in Business Management, Psychology or other related field from an accredited university is required
  • Strong working knowledge of country employment regulations
  • Must be results-oriented innovation, flexibility in dealing with changing and ambiguous situations

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