Admin support officer

The Opportunity

Reception and Visitor Duties

• Monitor visitor access and maintain security awareness.
• Coordinate with Security for the registration of the visitors.
• Control inventory relevant to reception area.
• Greet persons entering organization and direct persons to correct destination.
• Deal with queries from the public and customers.
• Schedule appointments for the visitors.
• Keep visitors record.
• Tidy and maintain the reception area.

Office and Administrative Duties

• Receive and sort mail & Fax and deliveries.
• Answer telephone, screen and direct calls and provide information if required.
• Take and relay shipments from DHL and TNT.
• Monitor and maintain office equipment (Fax, copy machine).
• Regular check of Admin workflow, print each request and forward to the concerned admin staff for necessary action.
• Handle & control office supplies requisition in coordination with SCM.
• Implement accurate filing, documentation controls, archiving for Admin activities.
• Coordination with the regional Admin staff when required.

Facilities and Support Duties

• Supervise the activity of clinic and request the medical items.
• Handle the Canteen duties, organize with the suppliers of meals, distribute invoices for the canteen to adequate cost centers.
• Supervise and request Kitchen Supplies.
• Supervise the transportation request and organize the driver's dispatch.
• Process of Individual Telephone Bill Payment.
• Arrangements of meeting rooms in the event of trainings (snacks + Lunch) and support the business to arrange all events as well.

Finance and Invoice Support

• Assist in checking the supplier invoices prior to the approval of the Admin Manager and Finance.
• Receive and review for hotels invoices, rent-a-car invoices, compounds invoices.
• Prepare the monthly payment requests for Canteen subsidy.

Confidential Case Support

Publication Date

Requirements

• Ability to coordinate office activities and operations to secure efficiency and compliance with company policies.
• Ability to monitor visitor access and maintain security awareness.
• Ability to answer telephones, screen and direct calls, and provide information as required.
• Ability to implement accurate filing, documentation controls, and archiving for admin activities.
• Ability to handle and control office supplies requisition in coordination with SCM.
• Ability to assist in checking supplier invoices prior to approval by the Admin Manager and Finance.
• Ability to supervise transportation requests and organize driver dispatch.