Job vacancy Receptionist & Admin Support

Announced

23 July, 2024

Job Type

Employee

Job Status

Full Time

Job Title

Receptionist & Admin Support

Admin

Job Location

Lusaka

Job Presentation

Providing administrative support to ensure efficient operation of the office. Supports managers and employees through a variety of tasks related to organization and communication. Responsible for confidential and time sensitive material. Familiar with a variety of the field's concepts, practices, and procedures. Ability to effectively communicate via phone and email ensuring that all duties are completed accurately and delivered with high quality and in a timely manner. May direct and lead the work of others. Rely on experience and judgment to plan and accomplish goals and a wide degree of creativity and latitude is expected.

Experience	5 Years
Education Level	Degree
Qualifications	Job related
Software	MS Office
Knowledge Of	Documentation and archiving. Office management
Skills To	Strong communication skills and produce quality work
Ability To	Deliver with high quality and in a timely manner

Requirements

Greets visitors entering the facility, determines nature and purpose of visit and notifies employees that their guests have arrived.
Provide general support to visitors. Provide information by answering questions and requests
Processes and prepares all outgoing mail, i.e., readies the mail for pick-up by Macspeedy’s and DHL on a daily basis distributes all incoming mail on a daily basis
Coordinate and maintain records for petty cash
Prepares RFQ’s - request for quotation – (except spare parts and major components) in cooperation with colleagues and sends them to supplier. Follows up with timely receipt of quote
Processes 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
Places 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
Maintain 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
Supervises the cleaner and make sure the office and surroundings are kept clean, performs random inspections, and correct if necessary
General Management of the office premises to ensure breakages, electrical faults, plumbing and any office enhancements are communicated to the Landlord promptly and attended to.
Process bills and make sure there sorted and paid when they are due e.g., water/electricity
Keep 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
Keep the business/building certificate up to date (Fire, etc.) Filling and maintaining a system for parts delivery notes/orders/picking slips and shipments.
Make local arrangement for taxi and hotel bookings for visiting or traveling colleagues
Assist other colleagues with any additional task
Manage the catering service for employees (take orders, ensure that price and quality are provided).

Salary

At most 11,500 ZMK (ZMW)

Valid Till

23 Oct, 2024 (45 days left)

JOB BY