Job Openings Office Administrator

About the job Office Administrator

PURPOSE OF THE POSITION

To coordinate all administrative functions of Gadgets Namibia Solutions, to build and act as a support function for other departments such as Procurement, HR, IT, Finance, regulatory compliance and regulating authorities to ensure smooth functioning of the Company.

Level of Qualifications

Grade 12 | Diploma | Certification

In Office Administration or Relevant

Experience:

  • at least 3 yrs in Office Administration or other Clerical position
  • An understanding of the departmental & Head Office needs is a must
  • Knowledge of Zohoobooks and Pipedrive will be an added advantage.
  • Technical knowledge will be advantage

TECHNICAL COMPETENCIES:

  • Code 8 Drivers License
  • Time Management
  • Office Administration
  • Filing & Data Management
  • Minute Taking
  • Logistics Management
  • Bookkeeping

KEY ACCOUNTABILITIES

OFFICE MANAGEMENT |

  • Warmly greet visitors to our facility; answer and direct phone calls promptly
  • Prepare meeting agenda, take & distribute meeting minutes.
  • Support the mission, vision, and core values of the company.
  • Handle the mail and ensuring the office stationary storage unit is well stocked.
  • Book conference and meeting room facilities.
  • Maintain the petty cash or company credit /debit account and maintain office stationery.
  • Maintain and control prepaid accounts and ensure accurate record keeping of all transactions.

ORGANIZATION |

  • Coordinate internal and external meetings
  • Organizing and storing paperwork and computer-based information.
  • Organizing staffs travel and accommodation requirements.
  • Assist the Head Office with import & export arrangements.
  • Collect all payroll information from the line managers/supervisors/
  • employees and transmit to the payroll office.
  • Keeps management informed by reviewing and analyzing special reports, summarizing information, and identifying trends.

HOUSEKEEPING |

  • Ensure the office is safe and tidy and will act as designated health and safety representative.
  • Keep accurate records, filing system and compile reports.
  • Learn, follow, and improve existing processes and procedures
  • Assist with other duties as required.
  • Maintain and ensure physical office space is professional and presentable

JOB SPECS

  • Ensure general management of the office, overseeing operational efficiency, effective communications, and other types of strategic and tactical planning
  • Maintain facilities management, including space planning/design, vendor contracts and relations, and facilitation of all office functions and services
  • Act as primary liaison between the company, staff, and office building management, providing information, answering questions, and responding to requests
  • Oversee and achieve organizational goals while maintaining an efficient, productive, and positively cultured office and employee experience