Office Administrator

Job Brief:

Responsible for secretarial and administrative support for the department including correspondences, scheduling, memorandum and filing.

Your Responsibilities:

• Manage all administrative actions for the department to ensure smooth running of the departmental needs.
• Screen incoming calls and correspondences and respond independently when possible.
• Arrange programs, events, or conferences by booking facilities and caterers, issuing invitations or announcements.
• Direct preparation of records such as agenda, notices, minutes, and resolutions for corporate meetings.
• Act as custodian of corporate documents and records. Process all vendor invoices and ensure payment is made to vendors.
• Perform general office duties such as ordering and maintain an adequate inventory of office supplies.
• Direct preparation and filing of corporate legal documents with government agencies to conform to statutes.
• Prepare any confidential correspondences, reports, and other complex documents.
• Arrange detailed travel plans and itineraries, compile documents for travel-related meetings
• Manage calendars and independently schedule appointments.
• Prepare or co-ordinate preparation of reports based on needs for the department head.
• Function as petty cash and equipment custodian for the team.
• Maintain budgets and manage invoice billing as per defined plan.
• Any other related duties / projects assigned in order to meet business exigencies.
• Maintain all records of sales, contracts, leads, sales pipeline and other sales activities
• Plan and organize sales meetings, support commercial manager with sales and marketing activities
• Communicate and administer sales materials, such as contracts, policies and other pertinent documents
• Support commercial manager with sales reports and presentations
• Participate in weekly sales calls & meetings
• Participate in, plan and organize and support Agility” participation in trade shows, meetings, events, fairs and exhibitions

Requirements

• Diploma or Bachelor’s Degree in any business course

• Minimum 2 years relevant experience

Your Proficiencies:

• Highly customer oriented with a natural inclination to collaborate in order to produce results
• Communication, interpersonal and presentation skills
• Organization and reporting skills
• Logical reasoning and analytical skills, coupled with effective planning and organizing skill
• Computer skills (MS Office)
• Excellent at time and resource management
• Quality oriented
• Ability to maintain a high level of confidentiality