Front Office Associate ( 3 - 6 Month Contract) at Adaptis Africa

Job Description

Front Office Operations:

• Serve as the primary point of contact for calls, messages, and inquiries from all business units.
• Redirect calls or messages to the appropriate staff members, ensuring timely and accurate communication.
• Manage the reception area to ensure a welcoming and professional environment.
• Welcome and assist visitors, maintaining a visitor management system to log and track guest interactions.
• Coordinate the receipt and distribution of deliveries, including parcels, mail, and packages.

Cleaning and Office Maintenance:

• Supervise the office cleaner to ensure all office spaces (Apiary and Engine Room) are clean, hygienic, and well-maintained.
• Oversee cleaning schedules and ensure compliance with office hygiene standards.
• Report and follow up on any maintenance or repair needs.

Office Supplies and CAPEX Management:

• Ensure both offices are stocked with necessary supplies, including stationery, cleaning materials, and kitchen essentials.
• Maintain an inventory of office supplies and plan for replenishment in coordination with the administration team.
• Assist in planning and managing capital expenditures (CAPEX) for office items such as printers, furniture, and equipment.
• Research and recommend suppliers for cost-effective and quality purchases.

Administrative Support:

• Supervise office purchases and shopping, ensuring proper documentation and adherence to budgets.
• Manage and update administrative records, including visitor logs, office supply inventories, and maintenance schedules.
• Support the administration team in planning and coordinating internal meetings, events, and office functions.

Communication and Coordination:

• Liaise with internal teams across business units to streamline communication and ensure alignment with company policies.
• Assist with onboarding and offboarding processes by coordinating logistics for new hires or departing employees.
• Maintain confidentiality and discretion when handling sensitive communication or documents.

Health and Safety Compliance:

• Ensure compliance with health and safety standards across office premises.
• Conduct regular checks to ensure fire safety equipment and first aid kits are adequately stocked and functional.

Cross-Functional Collaboration

• Collaborate with teams across other Business Units and contribute to projects, initiatives, or tasks that require cross-functional expertise.
• Participate in and deliver on projects or tasks assigned from other Business Units.

Requirements

Academic Qualifications

• Diploma or Bachelor’s Degree in Business Administration, Office Management, or a related field

Relevant Experience:

• A minimum of 3 years of experience in a similar front office or administrative role.
• Experience in a Pan-African or multinational organization is preferred.
• Proven experience supervising staff and managing office operations