Job Title: Office Administrator/Receptionist

Location: Mwanza

Job type: Full-time

Application Deadline: December 10, 2024

Job Overview:

We are looking for a detail-oriented and friendly Office Administrator/Receptionist to manage the day-to-day operations of our front office. The successful candidate will be the first point of contact for our clients and visitors, ensuring a welcoming and professional environment. In addition to receptionist’s duties, the successful candidate will also support administrative tasks to ensure the smooth functioning of our office.

Key Responsibilities:

• Front Desk Management: Greet clients, visitors, and vendors professionally and courteously, manage the reception area, ensuring it is always tidy and presentable.
• Call Handling: Answer and direct incoming calls, take messages, and manage inquiries efficiently. Ensure that all calls are routed to the appropriate team members.
• Appointment Scheduling: Manage and coordinate appointments for lawyers and other staff members.
• Meeting Preparation: Prepare meeting rooms for client meetings, including arranging refreshments and setting up necessary equipment.
• Mail & Correspondence: Handle incoming and outgoing mail, courier services, and other correspondence.
• Administrative Support: Assist with general administrative tasks, including filing, document preparation, data entry, and maintaining office records.
• Client Assistance: Provide information and assistance to clients as needed, ensuring they have a positive experience with the firm.
• Office Coordination: Coordinate office activities and operations to secure efficiency and compliance with company policies.
• Office Supplies Management: Monitor and order office supplies, ensuring that the office is well-stocked and organized and liaise with vendors as needed.

Qualifications & Requirements:

• Proven experience as an Office Administrator, Receptionist, or similar role, preferably in professional services companies/firms.
• Excellent verbal and written communication skills.
• Strong organizational and multitasking abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with office management software.
• Ability to maintain confidentiality, handle, and keep office and clients’ information secret.
• Professional appearance and demeanor.
• High School certificate or a diploma or equivalent and training in office administration.