We are seeking a highly organized and proactive Administrative Assistant to join our team. The ideal candidate will be responsible for ensuring smooth day-to-day office operations and providing essential support to staff and visitors. This role requires excellent multitasking abilities, attention to detail, and a positive attitude.

Key Responsibilities :

• Ensure the cleanliness and tidiness of the office premises on a daily basis to provide a suitable working environment for all staff.
• Managing basic office administrative tasks including answering phones, responding to emails, processing mail, filing, reporting and so on.
• Maintaining physical and digital personnel records like employment contracts and employee details.
• Make and issue letters like experience letter, salary certificate, increment letter, CIT release letter, PF letter etc for employees.
• Perform other clerical receptionist duties such as filing, photocopying, transcribing, etc.
• Oversee the management of office devices including laptops, desktops, printers, and other electronic equipment, ensuring they are functioning properly and arranging for repairs or replacements as necessary.
• Responsible for opening the office in the morning and ensuring all necessary preparations are made for the day. Also, responsible for closing the office in the evening, ensuring all equipment is switched off, and securing the premises.
• Maintain and manage petty cash funds for day-to-day office expenses, keeping accurate records of expenditures and receipts.
• Handle billing processes, invoice generation, and maintain organized filing systems for easy retrieval of documents as needed.
• Visit banks, Citizen Investment Trust (CIT), and tax office as per required.
• Purchase office supplies including tea, coffee, water, and other necessary items in accordance with office needs, ensuring cost-effectiveness and timely delivery.
• Recharge mobile phone SIM cards and internet services (e.g., Ncell, Worldlink), ensuring uninterrupted communication for office staff.
• Maintain adequate stock levels of stationery supplies and reorder as necessary to ensure smooth office operations.
• Coordinate lunch arrangements for staff meetings, visitors, or special events, ensuring meals are provided on time and dietary preferences or restrictions are accommodated.