Administrative Support Officer

KEY RESPONSIBILITIES:

Administrative Support:

• Executive Assistance: Perform high-level administrative tasks for the Executive team
• Correspondence Management: Maintain and oversee systems for the distribution, registration, and filing of daily correspondence, ensuring the secure handling of confidential documents.
• Travel and Appointments: Coordinate travel arrangements and appointments for Executives, including organizing recoupment of expenses and managing petty cash.
• Document Preparation: Prepare routine departmental correspondence and large document merges, liaising with banks, government agencies, and suppliers.
• File Management: Maintain comprehensive files and records for the department, including new contracts, leases, and other critical documents.
• SharePoint Development: Design, implement, and manage the SharePoint site for administrative documents. Ensure documents are categorized, tagged, and accessible for all users.

Finance Department Requisitions: Prepare and submit requisitions for the finance department in Reqlogic.

Legal and statutory support:

• Confirmations: Prepare and circulate legal and other audit related confirmations annually.
•  Statutory Submissions: Liaise with the corporate secretary for statutory submissions and filings, including but not limited to annual returns, updates to director details, and renewal of scrap metal dealer’s licenses as well as supporting EIG departments on other licenses and regulatory certificates as needed.
• File Management: Scan and upload all relevant documentation to the SharePoint for future access.

Treasury Support:

•  Loan and Investment Schedules: Maintain accurate schedules for loans and investments, ensuring timely updates and reconciliations.
• Audit Assistance: Support year-end external audits by preparing and circulating bank confirmations.
• Credit Card Management: Facilitate credit card payments and assist with monthly reconciliations.
• Bank Correspondence: Handle all applications (e.g. new credit cards, bank accounts, investments etc.) changes to E-First services, and draft letters to be sent to the bank.

Petty Cash Management:

• Oversee petty cash transactions, ensuring accuracy and adherence to company policies.

Insurance Management:

• Maintain and manage the listing of active company insurance policies, ensuring coverage is up-to-date and compliant with requirements.

Confidentiality

• Maintain strict confidentiality in handling sensitive and confidential information, ensuring that all data and documents are managed with the utmost discretion.

Other Duties:

• Stock Taking: Assist in monthly and annual stock-taking processes as needed.
• Safety Culture: Promote safety awareness and contribute to the development of a strong safety culture within the company.
• Additional Tasks: Perform other related duties as assigned by management.

EDUCATION AND EXPERIENCE:

• At least 3 years’ experience in similar role.
• Proven experience with SharePoint development and administration.
• Strong understanding of document management principles and practices.
• Excellent organizational and problem-solving skills.
• Relevant tertiary qualification in Business Administration, Finance, or a related field.
• Ability to manage multiple priorities and tasks effectively.