Office Administrator- (1PM To 9pm)

Join Recruit AI as an Office Administrator working from 1 PM to 9 PM, responsible for overseeing the smooth daily operations of the office and supporting the accounting team along with other managers. This role emphasizes excellent communication and organizational skills to create a welcoming environment for clients and visitors while managing telephone and email communications professionally. The Office Administrator ensures accurate record keeping, appointment scheduling, and maintains confidential information with integrity. Strong multitasking abilities and attention to detail are key to efficiently handling the varied demands of this position. This position does not involve managing a team but requires close coordination with various departments and team members to uphold office functionality and professionalism. The Office Administrator also plays a pivotal role in representing the companys image with professionalism and punctuality. This role demands adeptness with Microsoft Office and email management systems to handle administrative duties effectively. Adaptability and independence in managing changing priorities and multiple responsibilities are essential, alongside a proactive attitude to support the companys dynamic work environment. The candidate will be instrumental in ensuring timely follow-ups and communication, fostering smooth operations within Recruit AIs office.
Responsibilities

Answer and professionally screen incoming telephone calls, directing them to the appropriate team members to ensure efficient communication flow.
Greet and welcome clients and visitors warmly, creating a positive first impression of the company.
Respond promptly to general emails and inquiries, providing accurate information or redirecting queries as required.
Schedule appointments and manage calendars to support efficient time management for staff.
Maintain accurate client records, files, and office documentation with strict attention to confidentiality standards.
Perform scanning, printing, filing, and organizing documents to ensure easy accessibility and smooth office operations.
Follow up with clients as directed by management or team members to obtain necessary documents and information.
Provide comprehensive general administrative support to the accounting team and other managerial staff.
Assist in the smooth and efficient day-to-day running of office activities, ensuring a well-organized work environment.
Demonstrate professionalism in appearance, punctuality, and communications with colleagues and clients.
Utilize strong organizational and time management skills to handle multiple tasks and meet deadlines effectively.
Maintain confidentiality regarding sensitive client and company information, strictly ensuring data security and privacy.
Adapt to changing priorities and work independently while coordinating with the broader team to support company goals.