Front Desk and Administrative Officer at Powerex

Job Summary

The Front Desk and Administrative Officer plays a crucial role in maintaining the smooth operation of the organization. This role serves as the first point of contact for visitors and clients, while providing comprehensive administrative support to ensure organizational efficiency.

Reception and Front Desk Duties

• Greet and welcome visitors in a friendly and professional manner
• Maintain a clean and organized reception area
• Assist visitors with sign-in procedures
• Handle inquiries, take messages, and forward them to the appropriate recipient

Administrative Support

• Manage daily correspondence, including emails, letters, and packages
• Organize and schedule meetings, appointments, hotel bookings, and travel arrangements for staff
• Maintain office supplies inventory and place orders when necessary
• Monitor usage of consumables (e.g., toner, stationery, cleaning items)
• Assist with the preparation of presentations and other documents
• Prepare periodic administrative reports for management review
• Manage internal logistics including meeting rooms, reception duties, and mail distribution

Record Keeping and Data Entry

• Maintain and update contact lists and databases
• Organize and manage physical and electronic files, ensuring easy access and retrieval

Customer Service

• Provide exceptional customer service to clients, ensuring their needs are met
• Address complaints or direct them to the appropriate person for resolution
• Coordinate and communicate effectively with internal teams to ensure seamless service delivery

Facility Management

• Coordinate repairs, cleaning, and maintenance of office buildings and equipment
• Liaise with and supervise utility service providers (e.g., plumber, electrician, cleaners, security guards, drivers, welder)
• Ensure fire safety measures and compliance with health and safety regulations

Vendor and Outsourcing Supervision

• Ensure service level agreements are met and maintained with external vendors