Front Office and Administrative Officer SupaMoto

Job Title: Front Office and Administrative Officer

Company: Emerging Cooking Solutions (Zambia) Limited, trading as SupaMoto

Location: Lusaka, Zambia

Reporting Manager: Human Resources, Administration and Executive Support Manager

Terms: 3 months probation

About Us:

Emerging Cooking Solutions (Zambia) Limited, trading as SupaMoto, is a leading player in the Advanced Biomass Cooking sector, dedicated to positive global impacts. As a Zambian/Swedish joint venture, we introduce clean-burning modern cook-stoves, renewable cooking fuel pellets, and solar home systems. Our locally produced pellets are an affordable and eco-friendly alternative to charcoal, promoting environmental sustainability and addressing the challenge of deforestation.

Position Overview:

As the Front Office and Administrative Officer, you will play a crucial role in ensuring the smooth functioning of our daily operations. This position involves handling front office responsibilities and providing comprehensive administrative support to contribute to the overall efficiency of our dynamic team.

Responsibilities:

Front Office:

• Visitor Engagement: Welcome clients, visitors, and guests in a professional and friendly manner, creating a positive first impression.
• Direction and Assistance: Determine the purpose of the visit, provide appropriate guidance, and ensure a seamless experience for guests and staff.
• Communication Management: Take messages promptly and ensure efficient communication within the organization, maintaining confidentiality when necessary.
• Mail and Deliveries: Receive and manage mail, documents, packages, and courier deliveries, ensuring timely distribution and tracking.

Administrative Support:

• Administration: Perform necessary administrative and clerical support tasks as needed, including basic filing, scanning, and recordkeeping.
• Petty Cash Management: Efficiently manage and reconcile office petty cash, issue receipts, and handle bank deposits with a high level of accuracy.
• Procurement: Prepare purchase requisitions, oversee the procurement of office supplies and equipment, and maintain an organized inventory.
• Levy and Obligation Handling: Organize payments of business levies and other obligations, ensuring compliance with legal and regulatory requirements.
• Stationery and Books Management: Handle the distribution of office stationery, manage company books, and ensure proper record-keeping for easy retrieval.
• Meeting Coordination: Assist with organizing meetings, including room preparation, logistics, and documentation.

Additional Responsibilities:

• Environment and Facility Maintenance: Collaborate in maintaining a clean and conducive working environment, overseeing facility-related tasks.
• Team Collaboration: Actively collaborate with team members to address administrative needs and contribute to a positive working atmosphere.
• Professional Etiquette: Uphold business etiquette and maintain a professional appearance, reflecting the values of SupaMoto.
• Ad Hoc Tasks: Undertake other administrative tasks as assigned by supervisors to support the overall functioning of the office.

Requirements:

• Diploma in office administration, secretarial work, or related training.
• 1-2 years of experience in a similar role is advantageous.
• Ability to create a welcoming environment.
• Proficient use of office equipment: printers, copiers, scanners, and fax machines.
• Competent use of Microsoft suite of applications: Word, Excel, and Outlook.
• Competency in graphics programs would be an advantage.
• Excellent interpersonal and communication skills.
• Excellent time management skills with the ability to work autonomously.
• Strong organizational and time management skills.
• Team player with a positive attitude.