Summary The Office Admin Assistant role is responsible for managing the front desk, our main phone lines and showroom. The role requires strong literacy and technical computer skills for quick and accurate data entry using various software applications. The role contributes to the smooth running of daily operations and enforces clear communication channels between various departments. The role would suit someone who… has a genuine interest in getting to know others and delivering good customer service; can juggle competing priorities and manage client expectations, without dropping the ball; has an eye for detail and a growth mindset for improved systems and processes. From time to time, this role may support other departments (such as Marketing or Accounts) with projects that entail market research, data analysis, content creation and copywriting. These duties will be performed irregularly and according to detailed instructions provided. Receptionist & Front Desk Management Guest Reception: Greet and direct visitors, clients, and employees in a professional and friendly manner. Ensure all visitors sign in and are properly escorted to their destinations. Phone & Email Management: Answer and direct incoming calls, take accurate messages, and handle inquiries to the best of your ability. Manage the office email inbox, redirecting messages to appropriate departments. Mail & Deliveries: Manage incoming and outgoing mail, packages, and deliveries. Ensure that packages are properly distributed to the intended recipients. Office Organisation: Maintain the cleanliness and order of the front desk reception area, showrooms (upstairs and downstairs) as well as the offices and meeting rooms upstairs. Ensure office supplies are stocked and reorder as necessary. Office Security: Monitor office security procedures, including managing guest access and ensuring that employees follow building entry protocols, cameras are switched off and on at the beginning of the day, etc. Office Administration Calendar & Schedule Management: Schedule appointments, meetings, tasks and calls if and when appropriate. Print and/or file relevant materials. Assist with the coordination of travel arrangements, including flight bookings, hotel reservations, and transportation. Email Correspondence: Draft and edit email replies to unanswered enquiries, ensuring timely follow-ups are actioned by whomever is responsible. Meetings / Conferences: Organise and prepare for executive meetings, including room setup with hot and cold drink stations, sending email invitations, preparing agendas, supporting the set-up of electrical equipment, completing the visitor register and delivering the health and safety protocol, and taking minutes as needed. Customer Relationship Management: Record, maintain and organise all records of conversation, updates and confidential documents or files as relevant to your dealings with a customer. Ensure easy access to key materials and maintain an organised filing system or CRM Dashboard to stay on top of your radar. Market Research & Content Creation: Assist the Marketing team with campaigns and initiatives in development from time to time, by carrying out the instructions given for research, data analysis, content creation and copywriting. Company Policies & Procedures: Read and understand our dealings with customers are compliant with relevant policies and procedures, providing them with access if appropriate and recording entries in registers across the organisation. Supporting the Human Resources team with coordinating annual fire safety checks, warehousing racking audits, forklift licence requirements, disability worker cards, work health and safety laws, etc. Required Qualifications: Education: High school leaver certificate or equivalent; a college degree is a plus. Experience: 1 years of experience in an administrative or call centre role. Preferred Skills: Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint). Familiarity with office management software (e.g., Zoom, Slack, etc.) is beneficial. Communication Skills: Excellent written and verbal communication skills with the ability to interact with individuals at all levels of the organisation. Experience having difficult conversations with unhappy or aggressive customers. Managing sensitive or confidential information with the utmost professionalism and respect. Interpersonal Skills: Friendly, approachable, and professional demeanour with the ability to build relationships with internal and external stakeholders. Discipline & Organisation: Strong organisational skills with the ability to manage multiple tasks and deadlines, in a calm and methodological manner. Problem Solving & Initiative: Ability to foreshadow and avert problems that might reflect poorly on the company. Curiosity and initiative to test and propose new internal processes that deliver greater efficiency and productivity.