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Administrative Assistant & Front Desk Personnel Job
Latest Penta Ocean Construction Admin Clerical Posts Other 2024
Responsibilities:
Administrative Duties:
Provides support to the office which includes scheduling meetings, mail and phone call routing
Providing Logistics/Administrative support, booking of flights and hotel venues, accommodation for meetings and workshops and prepare/organize meeting and workshop materials for project staff.
Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
Maintain office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies. Maintain schedules and supervise security and cleaning/maintenance vendors
Coordinates the work and schedule of the Office Cleaners and general office cleanliness.
Coordinates and is responsible for updating the leave tracker and communicate monthly updates to project staff.
Ensure all payments such as office utility bills, accommodation etc. are made on time
Take accurate minutes of meetings.
Reception Duties:
Provide reception services to the organization.
Answers and directs all incoming calls on a multi-phone line.
Welcomes project guests, visitors and clients and directs them to the appropriate staff.
Maintains the sign-in sheet at the front desk.
Ensures project-related promotional materials are available and displayed in a pleasing manner at the Reception Area.
Maintains the register of in-coming mail and the dispatch registration book. Receives mail and packages and distributes among staff members.
Maintains conference room schedule, taxi voucher log, courier log service, and others as assigned.
Performs clerical duties as requested such as printing, photocopying, and scanning.
Updates the Ghana MSR HR project calendar to advise staff on absences, field travel, and training participation.
Maintains an updated Directory of all telephone and mobile numbers of staff.
REQUIREMENTS
Grade 12 School Certificate /Certificate in any business-related field desirable
Diploma in public admin or equivalent will be an added advantage
At least 3 years with related experience, preferably with an international NGO.
Ability to operate common business equipment.
Ability to read and interpret documents, communicates effectively, and follows instructions.
Pleasant phone disposition and patience.
Good organizational and interpersonal skills.
Able to sit at a computer and operate a keyboard, for extended periods of time.
Accuracy, attention to detail.
Proficiency with MS Office programs, including Excel and Word.
Education: High School Certificate / Diploma
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