Administrative Officer
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Job summary
The Administrative Officer plays a central role in ensuring smooth operations across office administration, project documentation support, customer inquiries, showroom assistance, and logistical coordination for projects. This role serves as the operational backbone bridging the various departments of the company.
Min Qualification:
Degree
Experience Level:
Mid level
Experience Length:
3 years
Language Requirement:
English
Working Hours:
Full Time - 8 to 5
Applicant Location:
Ghana
Job descriptions & requirements
Key Roles & Responsibilities
Office & Operations Support
- Maintain office organization, manage daily communication (calls, emails, mail distribution), and handle general office procurement and supplies.
- Assist in client walk-ins, phone inquiries, and direct leads to sales/project teams.
- Oversee front desk/showroom aesthetics, organizing material display boards, sample racks, and product brochures.
Project Administration & Documentation
- Prepare and organize project folders, submittal packages, material release, site checklists, and warranties.
- Log and track quotation requests, purchase orders (POs), supplier invoices, and delivery notes.
- Assist project manager in drafting formal communications, site instruction records, variation orders, and meeting minutes.
Products & Samples Management & Client Coordination
- Catalog, organize, and dispatch samples and products to clients and prospects.
- Maintain products inventory logs.
- Follow up with clients regarding scheduled site deliveries, installation dates, and payment collections.
Logistics & Inventory Support
- Coordinate dispatch schedules with drivers, warehouses, and freight forwarders for timely site deliveries.
- Verify incoming stock delivery notes against original purchase orders and flag discrepancies or damages.
- Maintain updated records of warehouse inventory levels for cladding adhesives, trims, underlays, and other materials.
- Track and Log company vehicles and assets.
Finance & Human Resources Assistance
- Assist accounting with client invoicing, progress billing follow-ups, and petty cash management.
- Log installation crew hours, attendance, and overtime for payroll processing
- Maintain worker onboarding records, site safety clearance badges, and insurance documentation for sub-contractors.
Qualifications & Experience
- Education: Bachelor’s degree in Business Administration, Office Management, or related field.
- Experience: 2–4+ years of administrative or operational experience, ideally within construction, interior finish, building materials, or retail showroom environments.
- Technical & Computer Skills: Proficiency in MS Office Suite (Word, Excel, PowerPoint) and experience with CRM or ERP software (QuickBooks, Zoho, Odoo, or similar)
- Key Competencies: High attention to detail, strong multi-tasking skills, excellent written/verbal communication, and proactive problem-solving.
- Product Familiarity: Basic understanding of interior design/construction terminology or finish materials (flooring/cladding) is a strong advantage.
Key Performance Indicators (KPIs)
- Documentation Accuracy: 100% accuracy and timely filing of project folders, delivery notes, and purchase orders.
- Dispatch Speed: Processing and dispatching material requests within 24–48 hours.
- Invoice & Billing Support: Timely logging of supplier invoices and assisting in issuing client billings without delay.
- Customer Service Responsiveness: Responding to office inquiries and client calls within 2 business hours.
Location: Accra
Salary: Attractive
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