Position Title: Admin Officer
Location: Minimelts Ice-cream Factory
Reports to: Office Manager / Operations Manager
Department: Board Member
Overview:
The Admin Officer is responsible for providing comprehensive administrative support to
ensure efficient office operations. This role involves managing office functions,
coordinating schedules, maintaining records, and facilitating communication within the
organization. The Admin Officer will work closely with various departments to support
daily operations and contribute to organizational efficiency.
Key Responsibilities:
1. Office Management:
o Oversee the daily operations of the office, ensuring a productive and
organized work environment.
o Manage office supplies, inventory, and procurement processes, ensuring
timely replenishment.
o Coordinate office maintenance and repairs, liaising with service providers
as needed.
2. Administrative Support:
o Provide administrative support to management and staff, including
scheduling meetings, preparing agendas, and taking minutes.
o Draft, format, and proofread correspondence, reports, and other
documents.
o Maintain and organize electronic and physical filing systems for easy
access to information.
3. Communication:
o Serve as the primary point of contact for internal and external
communications, responding to inquiries and directing them as necessary.
o Facilitate communication between departments to ensure alignment and
efficiency.
o Assist in the preparation of presentations and reports for management.
4. Data Management:
o Maintain and update databases, ensuring accuracy and confidentiality of
information.
o Generate and analyze reports on various administrative functions,
identifying areas for improvement.
o Assist in the implementation and maintenance of administrative policies
and procedures.
5. Event Coordination:
o Plan and coordinate company events, meetings, and training sessions,
including logistics and materials preparation.
o Assist with onboarding new employees, ensuring a smooth transition into
the organization.
6. Financial Administration:
o Support financial processes, including invoice processing, budget tracking,
and expense reporting.
o Assist with audits by providing necessary documentation and reports.
Key Performance Indicators (KPIs):
1. Office Efficiency:
o Target: Achieve a 95% satisfaction rate in office functionality and
organization.
o Measure: Conduct regular surveys or feedback sessions with staff
regarding office conditions and support.
2. Task Completion Rate:
o Target: Complete 90% of administrative tasks on or before the deadline.
o Measure: Track the number of tasks completed on time versus total tasks
assigned.
3. Communication Effectiveness:
o Target: Maintain a communication response time of less than 24 hours for
internal inquiries.
o Measure: Monitor and analyze response times for internal
communications.
4. Data Accuracy:
o Target: Maintain data accuracy levels of 98% or higher in records and
databases.
o Measure: Conduct regular audits of data entries and information
management.
5. Event Success Rate:
o Target: Achieve an event satisfaction score of 90% or higher from
participants.
o Measure: Gather feedback from participants regarding events organized.
6. Financial Accuracy:
o Target: Achieve an accuracy rate of 95% or higher in financial
documentation and reporting.
o Measure: Review financial documents for errors or discrepancies during
audits.
Qualifications:
Bachelor’s degree in Business Administration, Office Management, or a related
field preferred.
Minimum of 2-4 years of experience in an administrative role or similar position.
Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
and other office software.
Excellent organizational, time management, and multitasking skills.
Strong written and verbal communication skills.
Attention to detail and problem-solving abilities.
Ability to work independently and collaboratively within a team environment.
Reliability
Signature Date
Employee
Direct Manager
Human Resources Manager
