Office Administrator at Amitruck

As an Office Administrator, you will be expected to provide professional administrative support services to enable the efficient functioning of Amitruck's head office.

What you’ll be doing

Office Administration

• Receiving guests at the front desk and directing them to the appropriate meeting room.
• Receiving all inbound calls and emails and escalating to appropriate team members.
• Receiving deliveries on behalf of the business and appropriately distributing them.
• Facilitating office events by coordinating the necessary service providers.
• Ensuring that existing and new employees have biometric access to the office premises and that exited staff are promptly deregistered.
• Ensuring the office has all required statutory documentation and they are appropriately displayed.
• Act as the liaison between the office building management and Amitruck.
• Ensuring parking arrangements are well addressed and adhered to by employees and visitors.
• Ensuring that employees adhere to the meeting room booking protocol and train new employees on it.
• Supervising the lunch programme to ensure adherence to set protocol.

Health, Safety & Facilities Management

• Ensuring existing and new employees understand the office use governance policy and appropriately escalating instances of non-compliance.
• Supervising the office cleaning staff to ensure adherence to the agreed service level standards.
• Ensuring that the kitchen area, utensils, and food handling equipment are clean and in proper working condition.
• Escalating accordingly any needs for repairs/ replacement of office equipment and fixtures.
• Ensuring that meeting rooms are tidy and have the necessary requirements (whiteboard pens, HDMI cables, TV remote) at all times.
• Ensuring that the office first aid box is appropriately kitted and accessible to employees.

Procurement & Inventory Control 

• Drawing up consumables budget for approval by the Head of People Operations.
• Facilitating buying and effective storage of office consumables.
• Supervising the issuance of consumables to the kitchen assistant and ensuring prudent utilization of the same.
• Supervising the utilization of consumables by employees by flagging waste and pilferage.
• Conducting monthly stock take of office fixed assets and reporting findings.

Logistics and coordination

• Facilitating the delivery of packages from the office to clients as requested.
• Facilitating airport transfer and accommodation booking for visiting Amitruck guests.
• Supervising the in-house cab service provider to ensure adherence to the agreed route plan and fuel budget.
• Undertaking any other responsibilities as may be directed by the Head of People Operations

What you bring to the table:

• 3 - 5 years of relevant previous work experience in a similar role
• Excellent, clear verbal and written communication skills
• Sound knowledge of Gsuite and other co-working tools such as Slack
• Sound knowledge of facilities management
• Effective people skills - you are able to effectively engage with and manage multiple stakeholders.
• Proactivity - you are able to take initiative and prioritize among competing demands.
• High personal integrity
• Effective problem-solving skills