Junior Administrative Assistant - 2 Posts at Gap Recruitment Services Limited

Job Purpose

The Junior Administrative Assistant will be the first point of contact for the organization, providing essential administrative and front office support. This role involves managing front-desk activities, welcoming guests, answering calls, and ensuring smooth day-to-day operations of the office.

Key Responsibilities

• Greet and welcome visitors, ensuring a professional and friendly first impression.
• Manage incoming calls and direct them to the appropriate personnel.
• Distribute correspondence and manage incoming and outgoing mail/deliveries.
• Maintain an organized filing system for both hard and soft copy documents.
• Schedule and coordinate meetings and appointments for the Director.
• Prepare and email weekly activity reports to agents.
• Ensure reception and common areas are tidy and well-stocked with supplies.
• Monitor office access and maintain security protocols, including logbooks and visitor badges.
• Provide accurate information in person, via phone, and over email.
• Assist in preparing various reports as requested by management or team members.

Key Qualifications & Skills

• Diploma or Degree in Business Administration, Office Management, or a related field.
• Minimum of 2 years experience in a similar administrative or front office role.
• Proficiency in Microsoft Office Suite (Word, Excel); experience with QuickBooks is an added advantage.
• Excellent telephone etiquette and customer service skills.
• Strong organizational and time management abilities.
• High level of professionalism, interpersonal skills, and a welcoming personality.
• Ability to multitask and work in a fast-paced environment with minimal supervision.