Vacancy live date:\u00a0<\/p>\n
We are looking for a Receptionist \/ Administrative Assistant to be providing administrative support to ensure efficient operation of the office. Support managers and employees through a variety of tasks related to organization and communication. Responsible for confidential and time sensitive material.
\nResponsibilities<\/p>\n
Welcome visitors entering the facility, determine the nature and purpose of visit and notifies employees that their guests have arrived.
\nProvide general support to visitors. Provide information by answering questions and requests.
\nProcesses and prepares all outgoing mail, i.e., readies the mail for pick-up by Macspeedy\u2019s and DHL on a daily basis distributes all incoming mail on a daily basis.
\nCoordinate and maintain records for petty cash.
\nPrepares RFQ\u2019s \u2013 request for quotation \u2013 (except spare parts and major components) in cooperation with colleagues and sends them to supplier. Follows up with timely receipt of quote.
\nProcesses purchase orders (except spare parts and major components) and ensures all purchase orders are accurate (cost center, ledger account) and authorized in compliance with company policies.
\nPlaces purchase orders and ensures timely delivery of goods and services, maintain receipts in ERP and checks invoices before submitting for internal approval and to Accounts department.
\nMaintain office supplies (including groceries) inventory by checking stock to determine inventory level, anticipating needed supplies, placing, and expediting orders for supplies, verifying receipt of supplies.
\nSupervises the cleaner and make sure the office and surroundings are kept clean, performs random inspections, and correct if necessary.
\nGeneral Management of the office premises to ensure breakages, electrical faults, plumbing and any office enhancements are communicated to the Landlord promptly and attended to.
\nProcess bills and make sure there sorted and paid when they are due e.g., water\/electricity.
\nKeep vehicle files up to date (vehicle history), Arrange for service of vehicles and do purchase orders, record mileage monthly, make sure that road tax, insurance and fitness are always up to date.
\nKeep the business\/building certificate up to date (Fire, etc.) Filling and maintaining a system for parts delivery notes\/orders\/picking slips and shipments.
\nMake local arrangement for taxi and hotel bookings for visiting or traveling colleagues.
\nAssist other colleagues with any additional task.
\nManage the catering service for employees (take orders, ensure that price and quality are provided).<\/p>\n
Technical Competencies<\/p>\n
Familiar with a variety of the field\u2019s concepts, practices, and procedures.
\nAbility to effectively communicate via phone and email ensuring that all Receptionist \/ Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner.
\nDocumentation and archiving
\nOffice management<\/p>\n
Qualifications<\/p>\n
\u00a0Diploma in Business administration, Public administration or Business Management or related field
\n2 years of experience in the administrative field.<\/p>\n
Have we awoken your interest? Then we look forward to receiving your online application. If you have any questions, please contact Kalengo Phiri.<\/p>\n
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