Office Administrator

Job Summary 

As an Office Administrator, you will play a crucial role in supporting the smooth running of the office and assisting the executive team with various administrative tasks. You will be responsible for managing day-to-day office operations. The ideal candidate will have excellent organizational and time management skills, as well as exceptional communication and interpersonal abilities.

Responsibilities:

• Provide personal assistance to the senior management team, including scheduling appointments, managing calendars, and making travel arrangements.

• Manage phone calls, emails, and other correspondence on behalf of the senior management team.

• Assist with personal tasks such as running errands, organizing events

• Managing day-to-day office operations, including answering and directing phone calls, managing emails.

• Managing itinerary, schedule meetings and appointments and sending reminders.

• Handling requests and queries appropriately.

• Function as the point of contact between the managers and internal/external clients.

• Managing internal and external correspondence on behalf of senior management.

• Observing best business practices and etiquette.

• Responsible for All type of Insurances related work including renewals and new policies.

• Maintain office files, records, and databases, both electronically and in hard copy format.

• Assist with HR tasks, including onboarding new hires, maintaining employee records, and managing employee benefits.

• Manage office supplies and inventory and ensure the availability of necessary resources.

• Collaborate with colleagues and team members to ensure seamless office operations.

• Working closely with the COO to oversee the Company’s daily business operations & administration to drive the organisation’s success

• Maintain an up-to-date list of owners and tenants of all Tenants occupants.

• Respond to tenants’ phone calls, emails and direct contact reporting maintenance/repair issues and forward to the Property Manager.

• Coordinate with the Maintenance personnel daily on works being carried out in the Building 

• Coordinate with Property Manager/Maintenance to maintain a list of emergency call-out telephone numbers of contractors and services. (Medical, lifts, utilities’ etc).

• Attending Meetings and taking minutes during meetings held by the Company.

• Any other duties that may be assigned from time to time.

Qualifications:

• Business Administration Diploma or equivalent; additional education or certification in office administration, business administration, or related field is a plus.

• Proven experience as a personal assistant, executive assistant, or in a similar role.

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and other office software and equipment.

• Excellent organizational, time management, and multitasking skills, with the ability to prioritize and meet deadlines.

• Strong communication skills, both written and verbal, with attention to detail and accuracy.

• Ability to maintain confidentiality and handle sensitive information with professionalism.

• Strong interpersonal skills, with the ability to work collaboratively in a team-oriented environment.

• Proactive and resourceful, with the ability to anticipate needs and take initiative.

• Flexibility and adaptability to changing priorities and tasks.