Point person for maintenance, mailing, shipping, supplies, equipment, bills and errands
• Organize and schedule meetings and appointments
• Partner with HR to maintain office policies as necessary.
• Organize office operations and procedures
• Coordinate with IT department on all office equipment
• Manage relationships with vendors, service providers and landlords, ensuring that all items are invoiced and
paid on time
• Manage contract and price negotiations with office vendors, service providers and office lease
• Provide general support to visitors
• Responsible for creating PowerPoint slides and making presentations
• Manage executives' schedules, calendars and appointments
• Responsible for managing office services by ensuring office operations and procedures are organized,
• correspondences are controlled, filing systems are designed, supply requisitions are reviewed and approved
and that clerical functions are properly assigned and monitored
• Establish a historical reference for the office by outlining procedures for protection, retention, record disposal, retrieval
and staff transfers.
• Ensure office efficiency is maintained by carrying out planning and execution of equipment procurement,
layouts and office systems
• Responsible for developing and implementing office policies by setting up procedures and standards to guide
the operation of the office.
• Ensure that results are measured against standards, while making necessary changes along the way
• Allocate tasks and assignments to subordinates and monitor their performance
│Administrative and Financial Affair Manager July 2018 to August 2021I
• Assign and monitor clerical, administrative and secretarial responsibilities and tasks among office staff.
• Perform review and analysis of special projects and inform the management properly.
• Determine current trends and provide a review to management to act on.
• Responsible for recruiting staff for the office and providing orientation and training to new employees.
• Ensure top performance of office staff by providing them with adequate coaching and guidance.
• Remain updated on technical and professional knowledge by attending educational workshops, joining
professional associations, building networks with fellow professionals, and reviewing of industry publications.
3
• Responsible for ensuring office financial objectives are met by preparing the annual budget for the office,
planning the expenditures, analyzing variances, and carrying out necessary corrections that may arise.
• Participate actively in the planning and execution of company events.
• Responsible for developing standards and promoting activities that enhance operational procedures.
• Allocate available resources to enable successful task performance.
• Coordinate office staff activities to ensure maximum efficiency.
• Evaluate and manage staff performance.
• Recruit and select office staff.
• Organize orientation and training of new staff members.
• Coach, mentor and discipline office staff.
• Design and implement filing systems.
• Ensure filing systems are maintained and current.
• Establish and monitor procedures for record keeping.
• Ensure security, integrity and confidentiality of data.
• Design and implement office policies and procedures.
• Oversee adherence to office policies and procedures.
• Analyze and monitor internal processes.
• Implement procedural and policy changes to improve operational efficiency.
• Prepare operational reports and schedules to ensure efficiency.
• Coordinate schedules, appointments and bookings.
• Monitor and maintain office supplies inventory.
• Review and approve office supply acquisitions.
• Handle customer inquiries and complaints.
• Manage internal staff relations.
• Maintain a safe and secure working environment.
• Maintained good relations with customers ensuring consistent delivery of excellent
service & support and resolution of complaints to achieve customer satisfaction.
- Job role:
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Administration
