Admin Officer at Hexagon Engineering Ltd

Role Overview:

• As the Administrative Officer at RMD Power Ltd, you will play a pivotal role in supporting the daily operations of the organization.
• This role involves a broad range of responsibilities including managing office supplies, preparing regular reports (e.g., expenses and office budgets), and organizing company records.
• The successful candidate will serve as the main point of contact for all employees, ensuring smooth and efficient administrative operations.

Qualifications:

• An associate degree in a related field, such as office administration, may be preferred
• Working knowledge of necessary productivity tools, including Microsoft Office Suite
• 3 - 4 years of experience in entry-level positions
• Knowledge of, or the ability to quickly learn how to use standard office equipment, such as fax machines, modern phone systems, and copy machines
• Prior experience using spreadsheet software, including Excel
• Proven experience being able to handle multiple tasks at the same time
• Notable organizational skills and the ability to provide organization and structure that others can follow
• Strong communication skills and the willingness to make phone calls, emails, and other communications with clients
• Comfortable working independently when needed, or as part of a team

Key Responsibilities:

• Manage office supplies stock and place orders
• Prepare regular reports on expenses and office budgets
• Maintain and update company databases
• Organize a filing system for important and confidential company documents
• Answer queries by employees and clients
• Update office policies as needed
• Maintain a company calendar and schedule appointments
• Book meeting rooms as required
• Distribute and store correspondence (e.g., letters, emails, and packages)
• Prepare reports and presentations with statistical data, as assigned
• Arrange travel and accommodations
• Schedule in-house and external events
• Greeting and directing visitors, answering phone inquiries, and handling complaints in a courteous, professional manner
• Ensure proper and correct update of minutes of management meetings
• Ensuring office supplies are maintained, including checking inventory and working with vendors always to ensure adequate levels of necessary supplies
• Occasionally travelling off-site to deliver reports or files to other departments
• Ensuring the confidentiality and security of files and filing systems
• Coordinating schedules, arranging meetings, distributing memos and reports, and ensuring that everyone is kept current with necessary company news and information
• Operating copy equipment, fax machines, printers, or other equipment necessary