16th Aug 2024
The primary purpose of this role is to provide administration support to the Secretarial team as well as the wider business.
Key Responsibilities
1. Opening office each morning/screening night service messages
2. Checking, logging and distributing incoming ships mail items
3. Processing outgoing courier shipment requests and preparing associated paperwork
4. Processing ships mail despatches and associated courier requirements
5. Circulating weekly ships mail despatch lists
6. Monitoring stock and ordering FedEx packaging
7. Administering switchboard everyday business calls and forward to relevant departments
8. Providing Reception for checking in guests and clients
9. Processing requests for visitor WI-FI password
10. Processing catering and transportation requests
11. Updating catering schedule & distributing updates to catering team
12. Updating EL-VIS system with details of forthcoming office visits
13. Updating INFORUM Employee Photos site
14. Providing digital & hardcopy photos for Visa Applications
15. Providing front desk/ switchboard cover for Scotia House when required
16. Support with process mapping of facilities processes
17. Support with other admin tasks like ordering food and raising purchase requisitions
18. Support Facility manager with any additional admin tasks
Candidate Requirements
19. Computer Literate
20. Standard Grade Maths or English or grade 3 or above
21. Ability to priories tasks
22. Excellent customer service skills
23. Good communicator
24. Great at multitasking