Administrative & Office Assistant - Multi-Task Role

Responsibilities:

• Reports to Management
• Daily Office & Factory Operations

Attendance & Payroll:

• Collect fingerprint data every morning, cross-check with physical headcounts in the factory, and submit finalized logs to the accountant.
• Resolve discrepancies to ensure 100% accurate payroll.

Facility Management:

• Ensure toilets, printers, water dispensers, and ACs are functional (call plumbers/electricians ASAP).
• Supervise cleaners (hourly toilet checks, stocked supplies).
• Track fire extinguisher expiry dates and schedule maintenance
  

Compliance & Documentation:

• Certifications & Licenses
• File and renew all company documents: *FDA certificates, EPA, fire safety, TCC, police reports (monthly/6-monthly), employee immigration papers, driving licenses.
• Set calendar reminders for all renewals (zero tolerance for lapses).
• Government Liaison:
• Expedite processes with *police (clearances), immigration (work permits), FDA (new product approvals).
• Build relationships to avoid delays.

Procurement & Vendor Management

Supplies & Negotiations:

• Purchase office/factory supplies (toilet rolls, fingerprint devices, light bulbs) at best rates.
• Negotiate contracts (MTN packages, insurance, security services).
• Research manufacturers, request samples, and arrange meetings for new products.

Sourcing Samples:

Financial & HR Tasks

• Petty Cash & Expenses:
• Manage petty cash, log expenses, and prepare reports.

HR Support:

• Track employee leave, mediate conflicts, and ensure labor law compliance (attend workshops if needed).

Personal Assistance & Travel

Ad-Hoc Tasks:

• Fill forms, apply for passports, book flights, and track ticket refunds.
• Market Research: Find suppliers, compare prices, and secure deals.

Special Attention (Non-Negotiables) 

The assistant MUST prioritize these:

• Deadlines: Never miss renewals (FDA, insurance, licenses). Set 2+ reminders per expiry.
• Attendance Accuracy: Factory headcounts must match logs daily.
• Cost Control: Flag overuse of supplies (toilet rolls, printer ink).
• Compliance: Enforce uniform/hairnet rules in the factory. Report violations immediately.
• Vendor Relations: Maintain a contact list of reliable plumbers, electricians, and government contacts.

Skills & Requirements:

• Excel Mastery: Pivot tables, attendance logs.
• Negotiation: Push back on vendors.
• Organization: Bank-level filing systems.
• Discipline: Firm but professional (e.g., with cleaners/lazy security guards).

KPIs (How Performance Is Measured): 

• Zero expired certifications.
• 100% attendance/payroll accuracy.
• 5–10% cost savings on office purchases.
• 24-hour resolution for facility issues.

Extra Notes for the Candidate

Labor Laws: You’ll shadow the accountant/legal team to learn local regulations.



Location: Tema
Salary: Attractive, Negotiable