MBV IT: Operations Administrator

Responsibilities:

1. Administrative Support:

• Provide general administrative support to the operations team and other departments within the organization.
• Manage and organize office records, documents, and files.
• Record minutes during internal meetings such as MANCO

2.Communication:

• Facilitate communication within the operations team and between different departments.
• Answer incoming phone calls, screen and direct calls to the appropriate person or department.
• Take messages and provide basic information to callers.

3.Scheduling and Coordination:

• Schedule and coordinate meetings, appointments, and events for the operations team.
• Arrange travel plans and accommodations as needed for office functions.

4.Documentation and Reporting:

• Maintain accurate and up-to-date records, including reports, memos, and operational documentation: MANCO Reports, Record of Office Stationery and allocation to stuff as and when needed, etc.
• Prepare regular reports on operational activities for management review.

5.Data Entry and Management:

• Enter and update data in databases and information systems: Install and activate necessary software on new employee’s laptops, allocate new employee emails and register them across all systems/software, keep MS Team records up to date (names/contact/roles).
• Ensure data accuracy and integrity.

6.Facility Management:

• Oversee the maintenance and cleanliness of office facilities.
• Coordinate repairs and maintenance activities with relevant service providers.
• Receive, sort, and distribute incoming mail and packages.
• Coordinate outgoing mail and courier services.

7.Supply Chain Management:

• Manage inventory levels of office supplies and ensure timely replenishment: Consumables, Detergents, Stationery, etc.
• Liaise with vendors for procurement of supplies and services.

8.Budget Monitoring:

• Assist in monitoring and tracking operational budgets.
• Provide support in expense tracking and reporting.

9.Policy Compliance:

• Ensure compliance with organizational policies and procedures.
• Assist in implementing and enforcing operational policies.

10.Training and Onboarding:

• Assist in onboarding new employees within the operations team.
• Provide training and support for the use of office tools and systems.

11.Event Planning:

• Coordinate and support the planning of company events, workshops, and team-building activities.
• Manage logistics for events, including venue coordination and catering.

12.Customer Service:

• Handle inquiries and requests from internal and external stakeholders.
• Provide excellent customer service to address operational concerns.

13.Emergency Response:

• Collaborate with the safety and security team to implement emergency response procedures.
• Assist in ensuring a safe and secure working environment.

14.Continuous Improvement:

• Identify areas for process improvement and efficiency within the operations function.
• Collaborate with team members to implement improvements.

Requirements:

Degree in:

• Business Administration
• Or Business Management
• Or Administrative Management
• Or Diploma Operations Management