This role requires someone who thrives in a dynamic environment and is eager to wear multiple hats. Responsibilities include managing correspondence, overseeing front office functions, coordinating facilities and events, and maintaining accurate records. The ideal candidate is proactive, highly organized, and ready to take on a variety of tasks to help keep the office running smoothly.

Duties and Responsibilities

Front office management

Receive clients and ensure they are attended to

Offer clients with refreshments i.e. coffee, tea, water and juice

Ensure the reception area is always clean and organized

Receive deliveries from various suppliers

Facilities Management

Ensure the compound is clean at all times- both interior and exterior

Ensure office round repairs are done as quickly as possible when reported

Ensure all employees plus new joiners have furniture and equipment required to carry out their tasks

Oversee the handover of Peach Equipment when an employee leaves

Conduct monthly audits of the various furniture and equipment we have in the facility and updating the tracker

Manage support staff to ensure they are performing their duties

Keep contact with security firm and ensure the guards are following Peach rules and raising any issues that might arise to management 

Renewal of premises insurance at the end of each year, ensuring the insurance schedule is up to date and following up on claims on stolen/damaged items

Filing System

Receive sale agreement documents from the sales admin team and ensure all accompanying documents are always available before filing

File all agreements digitally and physically and ensure trackers are updated

Audit all documents on a monthly basis and report on any discrepancies

Office Compliance

Work hand in hand with the legal officer to ensure licenses needed by a company are renewed in a timely manner

Ensure licenses are visibly displayed and systematically archived on Google Drive.

Ensure audits for occupational environmental audit, risk assessment audit, health and safety audit and statutory fire safety audit are timely conducted.

Ensure the establishment of relevant committees and coordinate mandatory trainings in health and safety, first aid, and fire safety for designated personnel

Inventory Management

Monitor stock levels of various inventories managed by admin 

Monitor inventory levels and initiate requisitions to prevent stockouts

Maintain and update inventory trackers to accurately reflect current stock levels

Vendor Management

Maintain good business relationship with various vendors

File all agreements signed between Peach and the vendors 

Ensure services procured from vendors are delivered as required

Ensure the vendors list tracker is always updated

Admin Procurement

Create LPOs for various purchases and request for approval from the Admin Manager and Financial Controller

Assist in making admin related payments within the agreed threshold set by Finance

File all receipts accurately and hand over to the finance department

Follow Procurement SOPs created by the finance department

Employee Engagement Events

Assist the Entertainment Committee to come up with engagement events 

Provide the Entertainment Committee with suitable vendors to work with

Assist in collecting feedback from the team post-event

Admin Helpdesk Management

Oversee the Admin Helpdesk and ensure all incoming staff requests are acknowledged and addressed promptly

Assign, prioritize, and track helpdesk requests across all branches

Resolve complex or high-priority issues, including travel arrangements, repair coordination, and vendor-related concerns

Escalate unresolved or urgent issues to the relevant external vendors i.e. electricians, plumbers etc or the Admin Manager where applicable

Maintain and audit the helpdesk tracker to ensure accuracy and timely updates

Generate and analyze monthly helpdesk performance reports to identify trends and areas for improvement

Train and guide interns or junior team members assisting with the helpdesk

Knowledge and Experience 

Degree in Business Administration or a related field

2 years of experience in a similar role

Proficiency in Microsoft Office/ Google Workspace Tools

Organized and self-motivated

Demonstrated ability to wear multiple hats simultaneously

High level of attention to detail and accuracy.

Excellent organizational and time-management skills.

A proactive, professional, and team-oriented attitude.