Administrator

Job purpose

The administrator ensures smooth day-to-day operations of the office or department by providing administrative support. This role involves managing schedules, maintaining records, coordinating communication, and overseeing various administrative tasks to ensure efficiency and organization.

Key accountability areas

Office administration

Oversee the general administrative functions of the office, including organizing office supplies and managing office facilities.

Handle day-to-day office tasks such as filing, organizing, and maintaining office records both in physical and digital formats.

Coordinate and maintain office calendars, schedules, and appointments for staff and management.

Handle incoming calls, emails, and correspondence, directing them to appropriate departments or individuals.

Document management & record keeping

Maintain and update company records, files, and databases in compliance with company policies and procedures.

Prepare and process documents, reports, and presentations as required by management and other departments.

Ensure all administrative documents are properly stored, archived, and accessible.

Communication coordination

Serve as a primary point of contact for internal and external communication, facilitating the flow of information between departments.

Organize meetings, including preparing agendas, taking meeting minutes, and distributing follow-up actions to participants.

Communicate with clients, suppliers, and partners as needed to arrange meetings or resolve issues.

Support to management and staff

Provide general administrative support to senior management, assisting with tasks such as scheduling, travel arrangements, and expense reports.

Assist employees with requests related to office supplies, services, or equipment.

Support HR and finance departments with basic administrative duties such as preparing payroll information or filing employee documents.

Procurement & inventory management

Order office supplies, equipment, and other necessary materials, keeping track of inventory levels.

Ensure timely delivery and availability of office supplies.

Health, safety & compliance

Assist in ensuring the office complies with health, safety, and environmental policies.

Maintain knowledge of company policies, and ensure all staff adhere to them.

Process improvement

Suggest and implement improvements to administrative procedures and systems to increase efficiency and streamline workflows.

Participate in cross-departmental initiatives to improve company processes.

Ad-hoc administrative tasks

Perform other administrative tasks as assigned by management.

Assist in special projects and events, as required.

Role accountability

HR proficiency

Collaborate with teams to get the work effectively achieved.

Ensure effective communication with peers and managers, and show openness to directions and feedback.

Delivery

Execute the planned activities to meet the operational and development targets as per delivery schedules.

Use resources effectively to achieve objectives within efficient cost and time.

Problem-solving

Solve any related issues that arise and escalate any complex operational problems.

Quality

Follow quality requirements and specifications for products or processes or related activities.

Business process & compliance

Execute and comply with related tasks as per defined policies, procedures, and work instructions.

Safety

Adhere to all safety procedures and regulations.

Academic qualification

Diploma degree in business administration

Work experience

2 to 4 years

Technical / functional competencies

• Work order management
• Ad hoc reporting
• Clerical documentation standards and procedures
• Document management
• Document preparation
• General inventory management
• General invoice processing