IT Office Admin Associate

Job Summary:

Under the supervision of the Head of IT, the IT Office Admin Associate will be responsible for ensuring the smooth operation of daily office activities. This role involves a variety of administrative tasks, such as filing, data encoding, inventory monitoring, disposal, document routing, and ensuring that the office remains clean and organized. Additionally, she will collaborate with custodians and other departments to facilitate seamless office operations.

Duties and Responsibilities:

Filing & Documentation:

1. Organizes and maintains both physical and digital filing systems.

2. Ensures accurate and timely encoding of documents and data into relevant systems.

3. Acts as the department's custodian for office/center keys, records, documents, policies and phone records of the department.

Inventory Monitoring:

1. Keeps track of office supplies, consumables, peripherals and commissaries.

2. Ensures that IT inventories are properly documented, kept, and transmitted accordingly.

3. Conducts regular inventory checks and updates records accordingly.

4. Monitors supplies, handles requisitions and performs monthly supplies inventory.

5. Monitors the disposal of old or outdated equipment, ensuring adherence to company policies.

6. Receives delivery receipts and sales invoices after delivery of the items ordered. Ensures correct and accurate item tagging as received items.

Office Maintenance:

1. Ensures that the office is clean, organized, and presentable at all times.

2. Liaises with custodians to maintain the cleanliness and orderliness of the workspace.

3. Reports any necessary repairs or maintenance to the relevant departments.

Coordination & Communication:

1. Serves as the point of contact between the admins of the other departments.

2. Communicates and coordinates with custodians and other staff members to ensure smooth office operations.

Document Handling & Routing:

1. Routes incoming and outgoing documents, ensuring they reach the intended recipients promptly.

2. Tracks and maintains logs of document flows for accountability.

Office Tools & Equipment:

1. Assists in managing office tools and equipment, including troubleshooting minor technical issues or liaising with IT support when needed.

Miscellaneous Administrative Tasks:

1. Assists in organizing and preparing for meetings, including setting up rooms and other requirements.

2. Performs other administrative duties as required, including managing incoming and outgoing mail, photocopying, scanning, and filing.

Customer Relationship Management:

1. Ensures prompt and satisfactory service to the company's internal and external customers.

Others

1. Recommends necessary and productive changes or improvements to immediate superior.

2. Performs other functions which may be assigned by immediate superior from time to time

3. Assist personnel of other departments as a computer resource.