Office Administrator

The role holder will play a crucial role in providing exceptional front desk services and administrative support to ensure the smooth operation of the office. This role involves greeting visitors, managing appointments, and assisting with various administrative tasks to support the efficient functioning of the office and secretarial services to the Managing Directors.

Key Responsibilities:

• Meet and greet clients and visitors to the office, maintaining an overall professional service in general.
• Oversee the flawless operation of the Reception and overall administrative organization of day-to-day functions.
• Maintain office policies as necessary and promote Health and Safety guidelines to secure a working environment.
• Tidy and maintain the Reception and storage area and ensure cleanliness of the whole office.
• Report any irregularities in the office regarding electrical, air-conditioning, lighting, etc., and coordinate with building management to resolve such issues.
• In charge of booking the meeting rooms and ensuring standard service during meetings with clients.
• Assist with the maintenance of administrative policies and procedures.
• Take responsibility for outbound and inbound mail/documents.
• Arrange, track, and record courier shipments being picked up from and delivered to the office. Maintain a record of shipments in the designated Excel spreadsheet.
• Ensure any regulatory requirements relevant to the individual’s role are met.
• Any other duties commensurate with the level of the role.
• Maintain the Managing Director’s diary and appointment schedule by planning and scheduling meetings, conferences, teleconferences, travel, etc.
• Prioritize all correspondence and invitations.
• Write email and letter responses where agreed.
• Make and receive phone calls in line with NHI tone of voice.
• Take meeting minutes where requested.
• Book rooms/venues for internal and external meetings.
• Develop and maintain the Managing Director’s filing and information systems and manage expenses.