Administrative Officer

Position Summary: The Administrative Officer plays a crucial role in ensuring the smooth and efficient operation of our client’s establishment by managing administrative tasks, coordinating office activities, and providing support to various departments. This position requires a proactive individual who can handle multiple responsibilities, prioritize tasks, and maintain a high level of accuracy and professionalism.

Key Responsibilities:

General Office Management:

Oversee daily office operations to ensure a well-organized and productive work environment.

Manage office supplies and inventory, ensuring availability and cost-effectiveness.

Coordinate maintenance and repairs of office equipment and facilities.

Administrative Support:

Provide administrative assistance to the management team, including scheduling meetings, preparing agendas, and taking minutes.

Handle correspondence, including emails, phone calls, and mail, and respond to inquiries in a timely manner.

Prepare and edit documents, reports, and presentations as needed.

Record Keeping and Documentation:

Maintain accurate and up-to-date records and files, both electronic and physical, including contracts, invoices, and employee records.

Ensure compliance with company policies and procedures related to documentation and record-keeping.

Human Resources Support:

Assist in HR functions such as recruitment, onboarding, and employee relations.

Maintain and update employee records, including attendance, leave management, and payroll support.

Coordinate training and development activities for staff.

Financial Administration:

Support financial processes by preparing and processing invoices, expense reports, and purchase orders.

Assist in budget tracking and financial reporting, ensuring accuracy and timeliness.

Handle petty cash and banking transactions as required.

Customer Service:

Serve as a point of contact for clients and visitors, providing exceptional customer service and addressing inquiries or concerns.

Assist in managing client accounts and follow up on outstanding payments or issues.

Project Coordination:

Support project management by coordinating logistics, tracking project timelines, and assisting with documentation.

Liaise with suppliers, contractors, and other stakeholders to ensure project requirements are met.

Compliance and Safety:

Ensure compliance with health and safety regulations, conducting regular checks and maintaining related records.

Assist in implementing and monitoring workplace safety procedures and emergency protocols.

IT and Technology Support:

Coordinate with IT support to resolve technical issues and maintain office technology.

Assist with the setup and maintenance of office software and systems.

Events and Meetings:

Plan and organize company events, meetings, and conferences, including logistics, catering, and travel arrangements.

Manage event budgets and provide post-event evaluations and reports.

Qualifications:

Education:

Bachelor’s degree in Business Administration, Management, or a related field, or equivalent experience.

Experience:

Minimum of 3 years of experience in an administrative role, preferably within the construction or manufacturing industry.

Experience in a premix concrete company or related field is an advantage.

Skills:

Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Strong organizational and time management skills.

Excellent written and verbal communication skills.

Ability to handle confidential information with discretion.

Proactive problem-solving skills and attention to detail.

Attributes:

High level of professionalism and integrity.

Ability to work independently and as part of a team.

Strong customer service orientation and interpersonal skills.

Flexibility and adaptability in a fast-paced environment.

Working Conditions:

Office environment with occasional visits to production sites.

Standard work hours with potential for overtime based on business needs.

Salary and Benefits:

Competitive salary commensurate with experience.

Benefits package including health insurance, retirement plans, and paid time off.

Opportunities for professional development and career advancement.