Front Office Associate Job

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

Technical And Functional Skills