Office Administrator at Gap Recruitment Services Limited

Job Summary:

We are looking for a dynamic and detail-oriented Office Administrator to provide critical support to our executive team and oversee the smooth operation of the office. The ideal candidate will ensure the teams workflows are efficient, key deadlines such as license renewals are met, and the office environment is professional and well-maintained. This role demands strong organizational skills, a proactive approach to problem-solving, and a high degree of professionalism and confidentiality.

Key Responsibilities:

• Executive Support:
  • Manage and organize the CEOs and executive teams schedules, ensuring meetings, deadlines, and deliverables are prioritized and met.
  • Prepare and deliver reports, updates, and key documents to the CEO on time.
  • Coordinate and set up client and internal meetings, ensuring all details are arranged seamlessly.
• Office Operations:
  • Oversee and ensure timely renewals of licenses, permits, and other required documentation.
  • Manage petty cash transactions, maintaining accurate records and ensuring accountability.
  • Answer incoming calls, handle inquiries, and direct visitors to the appropriate personnel or departments.
  • Ensure all office equipment (printers, telephones, internet, etc.) is in good working condition, liaising with internal teams or external service providers to resolve any issues promptly.
• Coordination and Communication:
  • Serve as the first point of contact for visitors and callers, projecting a professional and welcoming image.
  • Act as a bridge between the executive team and internal or external stakeholders to facilitate smooth communication and collaboration.
  • Monitor and track deadlines for key tasks and follow up as necessary to ensure completion.
• Record Keeping and Documentation:
  • Maintain accurate records of petty cash usage, renewals, and other office management activities.
  • Organize and maintain files, both physical and digital, for easy access and retrieval.
• Proactive Problem Solving:
  • Identify and address potential issues in the office environment, ensuring disruptions are resolved quickly and efficiently.
  • Continuously look for ways to improve administrative processes and office efficiency.

Qualifications and Skills:

• Bachelors Degree in Business Management / Administration
• MUST be tech-savvy
• Proven experience in an administrative role with a track record of supporting senior leadership and managing office operations.
• Strong organizational and time-management skills with an ability to multitask effectively.
• Keen attention to detail and a proactive approach to problem-solving.
• Excellent interpersonal and communication skills with a professional and welcoming demeanor.
• High level of maturity, discretion, and ability to handle confidential information.
• Proficiency in Microsoft Office Suite, Google Workspace, and other office productivity tools.
• Experience managing petty cash and familiarity with office equipment troubleshooting is an advantage.