Front Office Assistant
Admin & Office Jobs
- CARE International in Zimbabwe
- Expires 01 Oct 2021
- Bulawayo
- Internship
Job Description
The primary role of the front office assistant position is to receive, transfer, transmit calls, and receive visitors for the Country Office
FRONT OFFICE ASSISTANT
HARARE/MUTARE/MASVINGO, HARARE/MUTARE/MASVINGO,
Duties and Responsibilities
Receives, sorts and distributes internal & external mail, records and files details of all incoming and outgoing mail and calls for the office
• Collects and delivers office mail and distributes signed documents as relevant
• Takes phone messages on behalf of management not in the office at the time of the call
• Creates and maintains a hospitable reception area by ensuring the reception is clean, receives visitors in the reception area and directs visitors to the right offices
• Prints and avails CARE forms such as Travel Authority, Petty cash forms, Advance and liquidation forms to management
• Makes Boardroom bookings for meetings and ensures that the Boardroom are in good condition
• Arranges and facilitates travel documentation like air tickets, per diems, transport and visas for management
• Facilitates and arranges for required information and appropriate documentation for the visitors such as letters of invitation, transport and hotel bookings, refreshments
• Makes arrangements and books accommodation and facilitate other logistical needs for the visitors where necessary
• Receives authorised petty cash application forms and disburses petty cash in line with Finance guidelines
• Maintains Petty cash expenditure receipts and reconciles and requests petty cash re-imbursements from Finance
• Raises Internal Purchases Requisition for office consumables and stationery and submits to Admin Officer
• Issues stationery to staff as per request and reconciles stationery stock monthly on Excel.
• Coordinates meetings pertaining to the management and makes appointments with external stakeholders
• Drafts letters on behalf of the management as relevant
Qualifications and Experience
• Diploma in Secretarial Studies/Administration or equivalent
• 1-2 years working experience in secretarial/administration work or other related field
• Good organization, time management and scheduling skills.
• Basic bookkeeping experience, especially in accounts payable/receivable.
• Experiencing using office management software, including word processing software and spreadsheet
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