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Junior Office Administrator

A Leading Confectionery Company

Job description / Role

Reporting to: Head of Finance & HR SUMMARY OF POSITION:

The Junior Office Administrator is required to be organized and professional, with the ability to work in a busy office environment by providing efficient office support to the daily functioning of the office, administratively as well as maintain the upkeep of the office cleanliness and maintenance.

DUTIES AND RESPONSIBILITIES:

Receptionist Duties
– Answering phone calls, screen and directing calls and performing other front office clerical duties
– Review and management of company email address. Filtering out and forwarding on to the relevant team member
– Assists other departments when needed to ensure optimum service to guests (Tea/coffee, catering etc.)
– Management and preparation of meeting rooms

Office running
– Responsible for office cleaning (vacuuming floors, dusting, cleaning desks, emptying dust bins, cleaning glass and windows etc.)
– Ordering of office supplies (i.e. pantry and stationery) as well as tracking these costs
– Printer maintenance
– Courier management
– Collection of mail from the post
– Management and preparation of meeting rooms
– Assist with office renovations and maintenance when required
– Point of contact with building maintenance
– Assisting in organisation of events including collecting quotes and presenting the options to management
– Maintaining cleaning equipment and stock of cleaning supplies
– Monitors and maintains sanitation and organization of all areas

Admin
– Tracking pantry, stationary and samples costs against a given budget
– General office administration in compliance with company policies eg. updating outlook calendar for excel leave trackers/sick records
– Maintain general office calendar
– Assist in planning and arranging office events / functions when required
– Tracking of office mobile and communication costs in excel and sending monthly updates to management
– Tracking expense claims for office purchases and reconciling against the office credit card statement

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