The Administrative Support Officer is responsible for ensuring the smooth operation of office and facility management functions. This role involves preparing and distributing correspondence, reports, and memos; maintaining accurate company databases and filing systems; and safeguarding confidential information. Key duties include handling tenant-related tasks such as preparing and distributing electricity and maintenance bills, collating daily diesel and electricity consumption reports, and addressing inquiries or complaints professionally, amongst others.
- Prepare and distribute correspondence, memos, and reports.
- Meet timelines for the submission of necessary data and documents to the accounts department
- Ensure the confidentiality and security of files and filing systems.
- Maintain and update company databases as per staff and tenant records and organize a filing system for important and confidential company documents.
- Maintain office supplies and equipment such as cleaning consumables and office stationery, and place orders as needed.
- Answer questions professionally and address complaints promptly.
- Provide accurate and basic information in person and via phone/email
- Organize and maintain filing systems, both electronic and physical.
- Receive letters, packages, etc., and distribute them accordingly.
- Ensure compliance with company policies and procedures.
- Maintain a safe and secure working environment by ensuring compliance with health and safety regulations.
- Prepare, print, and distribute bills (electricity and maintenance) to tenants timely.
- Collate, prepare, and send daily diesel and electricity consumption reports.
- Handle other duties as may be assigned by the Facility Manager from time to time.
- Proven experience in an administrative role.
- 3+ years' experience of working as an Administrative Officer Administrator or other similar position.
- Significant experience of organizing office procedures.
- A bachelor's degree in business/office administration or a relevant area of study.
Professional Qualification:
- Any professional certification is an added advantage
- Proficiency in Microsoft office suit with sound written and verbal communication skills.
- Excellent organizational and time-management skill with a problem-solving attitude.
- Good customer service orientation.
- Strong communication and attention to details.
- Good interpersonal skills with planning and organizing abilities