Job Description

Admin Officer
Job Title: Admin Officer
Department: Administration
Reports To: Office Manager / Project Manager
Summary:
The Admin Officer ensures the smooth and efficient day-to-day administrative operations of the office or project site. This role is the organizational hub, responsible for managing facilities, coordinating logistics, handling documentation, and providing support to all departments to enable core business functions.
Key Responsibilities:

• Office Management:
• Manage office supplies inventory, procurement, and maintenance of equipment (printers, copiers, etc.).
• Oversee office cleanliness, utilities, and general work environment.
• Coordinate with IT support for hardware/software issues and telecommunications.
• Documentation & Correspondence:
• Handle incoming and outgoing mail, couriers, and official correspondence.
• Maintain an efficient filing system (electronic and physical) for administrative documents.
• Prepare letters, memos, minutes of meetings, and presentations as required.
• Logistics & Support:
• Arrange travel, accommodation, and local transportation for staff and visitors.
• Coordinate meetings, workshops, and events, including venue booking, catering, and material preparation.
• Manage vehicle logistics and drivers (if applicable).
• Human Resources Support:
• Assist with onboarding new employees (desk setup, access cards, introductions).
• Maintain attendance and leave records.
• Support the HR department with administrative tasks related to payroll inputs or employee files.
• Reception & Liaison:
• Act as the first point of contact for visitors and phone calls, providing professional and courteous service.
• Liaise with government offices, vendors, landlords, and service providers as needed.
• Financial Administration:
• Process petty cash and maintain accurate records.
• Prepare and process invoices, payment requests, and expense reports for the admin department.

Qualifications & Skills:

• Education: Diploma or Bachelor's degree in Business Administration, Management, or a related field.
• Experience: Minimum of 3 years in an administrative or office management role.
• Technical Skills: High proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook). Familiarity with office management software and basic accounting principles is a plus.
• Soft Skills: Exceptional organizational and multitasking abilities. Strong communication and interpersonal skills. High level of discretion and confidentiality. Proactive problem-solver with a customer-service orientation.

Skills Required