Office Administrator

The Office Administrator is responsible for managing the day-to-day operations of the office and supporting the Directors to ensure the company runs smoothly and efficiently. This role requires strong organizational, leadership, and accounting skills, with the ability to work independently with minimal supervision. Additionally, the Office Administrator will act as the key liaison for outsourced HR services, providing limited in-house HR support while ensuring timely reporting and compliance.

·       Oversee and coordinate all office operations to ensure efficiency and effectiveness.

·       Monitor staff attendance, task completion, and overall performance.

·       Oversee, engage, and interact with staff to foster collaboration, address concerns, and support a positive and productive work environment.

·       Manage all forms of communication and correspondence (emails, calls, letters, etc.) professionally and promptly.

·       Maintain and manage office records, inventory, and supplies, ensuring timely procurement of goods and services.

·       Provide basic HR support, including employee records, timesheet collection, leave tracking, and onboarding coordination in collaboration with the HR service provider.

·       Monitor day-to-day workflow to ensure deadlines and quality standards are met across departments.

·       Coordinate internal communications, meetings, and staff schedules.

·       Manage petty cash, prepare payment vouchers, and maintain up-to-date expense logs.

·       Ensure accurate data entry and maintenance in QuickBooks; liaise with the external accountant for payroll and compliance.

·       Follow up on quotations, invoices, and outstanding payments with clients and vendors.

·       Maintain organized filing systems (both physical and digital) to ensure secure and efficient access to company records.

·       Maintain strict confidentiality of all company, client, and employee information.

·       Perform any additional duties as requested.

·       Associate degree or higher in Business Administration, Accounting, or a related field.

·       Minimum of 3–5 years of experience in an administrative role.

·       Proficient in QuickBooks and Microsoft Office (especially Excel, PowerPoint, and Outlook).

·       Solid knowledge of accounting principles and practices.

·       Excellent communication, leadership, and interpersonal skills.

·       Ability to prioritize tasks, manage competing deadlines, and work independently with minimal supervision.

·       Highly organized, dependable, and detail-oriented.

·       Professional and discreet, with a strong commitment to maintaining confidentiality.

·       Strong attention to detail and accuracy in all tasks.

·       Ability to manage confidential information with discretion

·       Dependable, punctual, and results-driven.

·       Problem-solving mindset with a focus on efficiency and continuous improvement.

·       Flexible and adaptable in a dynamic work environment.

·       Positive attitude and dedication to delivering high-quality standards.

·       Ability to remain calm and professional under pressure.

·      Manual dexterity for typing, filing, and handling office equipment.

·      Occasional lifting and carrying of office supplies or files (up to 20 lbs).

·      Good vision and hearing for reading documents, working on a computer, and managing phone communications.