Administrative Assistant (Front Office)

description Job Description

checklist Qualifications & Requirements

• check_circle • Requirements Bachelor's Degree or Diploma in Business Administration, Office Administration, Secretarial Studies, Human Resource Management, or a related field. Minimum of 5 years' experience in a similar administrative role within a professional services environment. Experience in an architectural, engineering, consulting, or construction firm will be an added advantage. Experience in Human Resources administration is highly desirable. Excellent computer

psychology Required Skills

task_alt Responsibilities

• arrow_right • Front Office & Client Relations Serve as the first point of contact for clients, consultants, suppliers, and visitors, ensuring a professional and welcoming experience. Manage the company's reception area, telephone switchboard (PABX), general email, and visitor management. Handle incoming correspondence and ensure timely distribution of information. Maintain customer confidence by handling sensitive information with discretion and confidentiality Administrative Support Provide confidential, proactive, and high-level administrative support to the Directors and Technical Team. Coordinate diaries, appointments, meetings, travel arrangements, and conference facilities. Prepare reports, letters, presentations, meeting agendas, minutes, submissions, tenders, and other business correspondence. Read, research, prioritize, and route correspondence while following up on action items. Analyze administrative issues and recommend practical solutions to improve efficiency. Coordinate administrative assignments for support staff and monitor timely completion. Project & Technical Support Coordinate the preparation and submission of bids, tenders, proposals, and expressions of interest within agreed timelines. Maintain updated company profiles, staff CVs, project sheets, recommendation letters, project photographs, and technical reference materials. Ensure all completed projects are properly documented to support business development and marketing initiatives. Maintain the firm's sample room and technical library. Provide administrative support to project teams throughout project implementation. Office Administration Maintain efficient electronic and physical filing systems and document retrieval processes. Maintain company databases, contact records, and document management systems. Ensure smooth day-to-day office operations and administrative workflow. Coordinate maintenance of office records and ensure compliance with document control procedures. HR & Business Support Support the HR & Administration Manager in recruitment coordination, onboarding, employee records management, leave administration, and other HR administrative functions. Liaise with Finance, Technical, and Marketing departments to improve administrative systems and business processes. Key Result Areas The successful candidate will be expected to: Maintain a professional, efficient, and responsive front office. Ensure bids, tenders, and project submissions are completed accurately and within deadlines. Maintain current company profiles, project information, staff CVs, and marketing materials. Ensure efficient electronic and manual filing systems. Maintain an accurate and up-to-date company database. Produce high-quality reports, presentations, correspondence, and meeting documentation. Coordinate support staff to ensure effective office operations. Maintain adequate office supplies and administrative resources. Support continuous improvement of office systems and administrative processes. Requirements Bachelor's Degree or Diploma in Business Administration, Office Administration, Secretarial Studies, Human Resource Management, or a related field. Minimum of 5 years' experience in a similar administrative role within a professional services environment. Experience in an architectural, engineering, consulting, or construction firm will be an added advantage. Experience in Human Resources administration is highly desirable. Excellent computer