Office Administrator

Salary: Ghc2000 - Ghc3000

Job Summary
The Office Administrator will be responsible for managing the day-to-day administrative activities of the office while providing support to technical and operational teams. This role requires strong organizational skills, attention to detail, and the ability to coordinate between departments. A background in mechanical or technical fields will be an added advantage to better understand operational requirements and support technical documentation.

Key Responsibilities
1. Office Management & Administration

• Oversee daily office operations and ensure a smooth workflow.
• Manage office supplies, tools, and consumables inventory.
• Maintain a safe, organized, and efficient working environment.

2. Administrative & Technical Support

• Prepare and manage correspondence, reports, and records.
• Assist in preparing technical documents, quotations, and job reports.
• Support engineers and technicians with documentation and scheduling.

3. Coordination & Communication

• Schedule and coordinate meetings, site visits, and maintenance activities.
• Act as a point of contact between the office, suppliers, and clients.
• Follow up on purchase orders, deliveries, and service requests.

4. Data & Record Management

• Maintain both administrative and technical filing systems (manual and digital).
• Track equipment maintenance schedules and update records accordingly.
• Prepare status reports for ongoing projects and service jobs.

5. Finance & Procurement Support

• Process invoices, expense reports, and petty cash requests.
• Request quotations from suppliers and prepare comparative cost sheets.
• Assist in budget tracking for office and project expenses.

Qualifications & Skills
Education & Experience

• Diploma or Bachelor’s degree in Business Administration, Mechanical Engineering, or related field.
• 2+ years of experience in office administration; exposure to mechanical/technical environments is an advantage.
• Proficiency in Microsoft Office Suite; knowledge of project management or ERP software is a plus.

Technical Advantage

• Basic understanding of mechanical parts, tools, and industrial equipment.
• Ability to read and interpret simple technical documents and specifications.

Soft Skills

• Strong organizational and multitasking abilities.
• Excellent communication and interpersonal skills.
• Problem-solving mindset and ability to work under pressure.
• High level of accuracy and attention to detail.

Working Conditions

• Office-based role with occasional visits to workshop or factory floor.
• Monday to Friday schedule; may require overtime during peak projects.