About the job

JD & Responsibilities:

• Greeting visitors and answering phone calls promptly and courteously.
• Providing general information and directing visitors to the appropriate personnel.
• Scheduling appointments and maintaining appointment calendars.
• Handling incoming and outgoing mail and packages.
• Maintaining office supplies inventory and ordering supplies as needed.
• Coordinating travel arrangements for employees.
• Coordinating meetings and events, including reserving meeting rooms and arranging for necessary equipment and catering.
• Providing administrative support to the corporate office as needed.
• Petty Cash handling

Procedures:

Greeting Visitors and Answering Phone Calls:

• Answer phone calls promptly and courteously, identifying the company and your name.
• Greet visitors with a smile and direct them to the appropriate personnel.
• Provide general information about the company and its services.

Scheduling Appointments:

• Schedule appointments for visitors with company personnel.
• Maintain appointment calendars and ensure they are up-to-date.

Handling Mail and Packages:

• Receive incoming mail and packages and distribute them to the appropriate personnel.
• Ensure outgoing mail and packages are sent out on time.

Office Supplies:

• Maintain inventory of office supplies and order supplies as needed.
• Monitor supply usage and ensure supplies are always available.

Travel Arrangements:

• Coordinate travel arrangements for employees, including flights, accommodations, and transportation.
• Ensure travel arrangements are cost-effective and meet the needs of the employee.

Meetings and Events:

• Coordinate meetings and events, including reserving meeting rooms and arranging for necessary equipment and catering.
• Ensure meeting rooms are set up properly and equipment is functioning correctly.

Memos, Correspondence, Reports, and Other Documents:

• Prepare and distribute memos, correspondence, reports, and other documents as required.
• Ensure accuracy and completeness of documents.

Filing Systems:

• Regularly purge files of petty cash, flight tickets, cheques.

Administrative Support:

• Provide administrative support to the corporate office as needed. 
• Assist with special project (CSR Activities) and assignments as directed by HR/Admin Head.

Petty Cash Handling:

• Determine the amount of petty cash needed: Determine the amount of petty cash needed for day-to-day expenses such as office supplies, snacks, and travel expenses. The amount should be based on the expected frequency and amount of expenses.
• Designate a petty cash custodian: Keep detailed records of all transactions and ensure that the petty cash fund is always balanced.
• Establish a petty cash fund: Once the amount of petty cash needed has been determined, the petty cash custodian should establish a petty cash fund with the appropriate amount. The petty cash fund should be kept in a secure location, such as a locked cash box.
• Document all petty cash transactions: Every time money is withdrawn or added to the petty cash fund, it should be documented in a logbook. The logbook should include the date, amount, purpose, and the name of the person who made the transaction.
• Reconcile the petty cash fund regularly: The petty cash custodian should reconcile the petty cash fund on a regular basis, such as weekly or monthly. This involves verifying that the amount of cash in the fund matches the amount documented in the logbook.
• Replenish the petty cash fund: When the petty cash fund runs low, the petty cash custodian should request a replenishment from the finance department. The request should include the amount needed and a detailed explanation of the expenses incurred.
• Audit the petty cash fund periodically: The petty cash fund should be audited periodically to ensure that all transactions are properly documented and that the fund is being used for its intended purpose. An independent person should conduct the audit and report any discrepancies to the management.