Administrator (Receptionist/Office Attendant)

Key Result Areas

Leadership / Employee Excellence & Company Relationships

• Maintain a professional and welcoming front desk presence to enhance client and employee experience.

• Ensure efficient handling of office resources to enhance productivity.

• Assist in coordinating office meetings, including setting up conference rooms and managing bookings.

• Facilitate smooth communication between departments by handling correspondence and relaying messages efficiently.

• Foster a positive work environment by assisting in office coordination and team collaboration efforts.

Market Focus / Client Centricity

• Welcome and assist visitors, ensuring they receive accurate directions and information about the firm.
• Answer and direct phone calls professionally, ensuring prompt responses and smooth call transfers.
• Maintain a well-organized reception and office space, creating a positive impression for visitors and clients.
• Handle incoming and outgoing mail, dispatching documents promptly and maintaining accurate records.
• Ensure timely and efficient handling of courier services while maintaining a database of service providers.

Operational Excellence:

• Manage the front desk and reception area, ensuring cleanliness, organization, and professional appearance.
• Oversee the maintenance of office facilities, including conference rooms, pantry, and common areas.
• Perform clerical tasks such as photocopying, filing, sorting documents, and updating office records.
• Support administrative functions that contribute to the smooth operation of the office and overall business efficiency.
• Assist in maintaining an accurate directory of staff and contact details for internal communication.
• Support office errands such as collecting and delivering correspondence, banking transactions, and external document handling.

Quality, Risk, and Compliance

• Ensure all reception and administrative procedures align with the firm’s policies and best practices.
• Maintain accurate records of mail, courier services, and document circulation for accountability.
• Keep track of conference room bookings and ensure compliance with scheduling policies.
• Maintain proper hygiene and cleanliness in office spaces, ensuring all areas meet workplace standards.
• Ensure compliance with office security protocols, such as visitor registration and controlled access.

Experience & Qualifications

• Diploma in any related field
• A minimum of 2 years’ experience in a busy reception or administration office
• Proficiency with Microsoft Word and Excel
• Proficiency in English and French is essential. Kirundi language skills are desirable.

Specific skills

• Excellent planning and execution skills
• Excellent interpersonal skills
• Ability to multi-task and work well under pressure
• Exceptionally high levels of honesty and integrity
• Highly organized and attentive to details

How to Apply:

All applications will be received and Reviewed through BrighterMonday Portal by Clicking on the 'Apply Here' section