Administration Support

TOPPAN Security•Addis, LA

11d•Onsite

About The Position

Job Summary: The Administration Support provides professional, high-quality Office, Reception Administration and Coordination services; Responsible for managing the schedules and communications of key personnel & executives by ensuring high levels of organizational efficiency.

Requirements

Degree in Office Administration, secretarial, or related field from a recognized institution.
A minimum of 2+ years of experience as an Office Administrator or Administrative Secretary with a receptionist experience is a plus.
Working knowledge of printers, copiers, scanners, and fax machines.
Excellent written and verbal communication skills
Fluent in Amharic (Write and Verbal)
Fluent in English (Write and Verbal)
Time management
Active listening
Communication

Nice To Haves

Experience in a manufacturing entity is a plus.
A ‘COC’ certification is a plus.
Other foreign working language knowledge is a plus.
Acute care

Responsibilities

To maintain the office area to a high standard.
Answering phone calls in a polite and professional manner
Welcoming visitors and identifying the purpose of their visit before directing them to the appropriate department
Directing internal and external calls, emails, and faxes to designated employees or departments. Answer queries when needed
Guarantee the smooth operation of the office, executing clerical tasks and liaising events/meetings schedules.
Arranging refreshments and assistance if required for visitors and executives.
Schedule meetings and provide administrative support to meetings
Book and co-ordinate the manager’s travel and accommodation.
Receipt of couriers and distribute to individuals
Prepare couriers and shipping arrangements based on the staff’s requirements.
Monitoring office supplies and ordering replacements as necessary to avoid interruptions in standard office procedures
Assisting with copying, scanning, faxing, emailing, note-taking, and travel bookings.
Manage any facility and maintenance requirements.
Maintain a general record system to store and retrieve files, letters, memos, contracts, etc.
Recording or payment processing for bills or expenses if needed
Undertaking typing and other related duties to support the team