Office Administrator job description

Job brief

The Office Administrator is responsible for overall general office duties, a backup for the Tech calls and dispatch. They will maintain and setup client agreements and invoice customers for product, time and agreements. The Admin will maintain a sufficient product inventory, quote and purchase product for clients and basic accounts payable and receivables. They will assist in new employee recruiting and provide Human Resources duties.

Responsibilities

• Organize conference call and meeting room bookings, and follow up on attendance confirmations.
• Schedule and coordinate employee travel accommodations.
• Ensure knowledge of staff movements in and out of the organization.
• Maintain active awareness of staff members’ whereabouts and availability
• Maintain and tidy the reception and coffee serving areas.
• Enter truck haul tickets into Explorer and Microsoft Excel.
• Draft and send invoices to customer, sub-contractors, and suppliers.
• Draft, edit, and finalize various letters, reports, raw data or other various forms of documentation.
• Assist new employees with hire on paperwork, checking for accuracy and completion.
• Provide administrative support tasks, such as proofreading, transcribing handwritten information, and document sorting.
• Accurately, enter employee work hours into payroll software, ensuring deadlines are met.
• Take and place orders for office supplies, and deliver them to the proper departments.
• Maintain routine clerical records, logs and data and compile routine reports.
• Other General Administration duties as required.
• Must ensure a solid understanding of, and comply with the principles of the company’s Code of Ethics.
• Must examine situations in light of the principles of the Code of Ethics.

Requirements

• A minimum of 2 years’ experience holding a responsible position in a general office environment.
• Exceptional organization, planning and administration skills.
• Highly computer literate: confident and proficient with Word, Excel, PowerPoint, Outlook, internet and data entry.
• Self-motivated, punctual, reliable, able to maintain confidentiality.
• Excellent written and spoken (face to face and phone) communication skills.
• Excellent numeracy skills.
• Experience in working with minimal supervision.
• Experience working flexibly in a small team, building strong day-to-day relationships with colleagues.
• Able to manage a varied workload, balancing scheduled tasks with requests for assistance from the team, which may have short deadlines.
• Commitment to equal opportunities policies and practices, and the promotion of equalities.