Attending to all in-coming calls and transfer to appropriate person. Taking and relaying messages. Making calls on behalf of staff when requested Attending to all incoming and outgoing facsimile. Attending to all walk-in clients/visitors and ensuring that they are timeously attended. Registering of all incoming mail and oversee delivery of all outgoing mail. Managing the foyer and reception infrastructure. To ensure effective and efficient filing and administration of files. Ensuring and overseeing the filling of documents, labelling or tagging of files, creation of new files and referencing for each file. Providing staff with references of documents filed. To administer procurement and supply office, promotional and IT supplies and equipment. Attending to infrastructure complaints and queries. Managing the storing and supply of promotional and communication material stock. Administering procurement of office stationery and catering requirements. To provide administrative and secretariat services and support. Scheduling meetings and workshops. Recording and maintaining minutes. Ensuring that all books, recordings and documents are kept in accordance with acceptable corporate standards. Composing and typing all relevant correspondences. Ensuring effective client liaison principles.
Preparing outgoing correspondence and distribute all documentation. To ensure that the office of the Manager is properly administered and managed. Co-ordinating and managing Manager’s diaries. Co-ordinating all travel arrangements for the Manager and the Division. Administering miscellaneous expenses. Co-ordinating of planned and unplanned meetings, presentations and invitations. Providing administrative support in the management of events. Preparing files and briefing documents