Back Office Administrator

Responsibilities:

• Warmly welcome visitors, clients, and employees, and provide them with accurate information or direct them to the appropriate person or department.
• Answer incoming calls in a professional and friendly manner, transferring calls and taking messages as required.
• Maintain a clean, organized, and presentable reception area at all times.
• Manage incoming and outgoing mail, packages, and deliveries efficiently.
• Schedule and coordinate appointments, meetings, and conference room bookings.
• Assist with administrative tasks including filing, photocopying, scanning, and data entry.
• Monitor and manage office supplies, ensuring inventory levels are maintained, and placing orders when necessary.
• Assist the sales and customer service departments with administrative tasks such as preparing quotes, invoices, and maintaining customer records.
• Coordinate travel arrangements for employees, including booking flights, accommodations, and transportation, if required.
• Support the HR department by maintaining employee records, preparing employment documents, and organizing employee events.
• Collaborate with other team members to ensure the smooth functioning of the office.
• Adhere to company policies and procedures, maintaining confidentiality at all times.

Requirements:

• Excellent verbal and written communication skills.
• Proficient in using office equipment such as a multi-line phone system, printers, and scanners.
• Strong organizational and time management skills.
• Ability to multitask and prioritize tasks effectively.
• Attention to detail and accuracy in all work.
• Proficiency in using computer applications such as Microsoft Office (Word, Excel, Outlook).
• Familiarity with basic bookkeeping principles is a plus.
• Professional and friendly demeanour with a customer service-oriented approach.
• Ability to handle difficult situations with diplomacy and tact.
• Flexibility to adapt to changing priorities and work in a fast-paced environment.