Receptionist & Admin Assistant: Visitor Management: Receive clients and visitors and notify relevant department/staff members of their arrival Switchboard Management: Receive telephone messages and advise staff or clients Ensure that the reception area is always kept tidy Receive and record incoming hand deliveries, sign for them, and track delivery of the same to appropriate individuals internally promptly Ensure that all outgoing mails/documents are registered and signed for upon pickup by the right recipients Prepare monthly costing of outgoing couriers for re-charging and pass them to the Administration Officer for checking and forwarding to the Finance department before the set deadline Hold letters, cheques, and documents for collection by clients Ensure necessary publications are available at reception. Book meeting rooms through an Outlook calendar for staff as and when requested Ensure that meeting rooms are under lock and key provided upon signoff to the people who booked to use them Arrange international and domestic travel through booking flights & taxis for staff Ensure relevant approvals and accountability for all transport Manage the diary/electronic schedule of the Partner/Director, including acknowledging invitations, scheduling appointments, and keeping track of all planned meetings that require attendance by the Partner/Director Support with arrangements for visiting Partners/Directors (Hotel booking, airport transfers, local transport, office access, office space, and any other required enablers for visits) Making travel arrangements and processing travel expenses and claims Office Administration: Perform background research/collect information for various special reports required by the Partners and Managers, and present the findings in a usable form Order all office stationery/ business cards, including all printed stationery Request for cash for Newspapers, Water, Partners lunch, and other related items as and when they arise Order all kitchen consumables, i.e., sugar, tea bags, Coffee, etc. Maintain stock controls of all office materials and consumables Co-ordinate courier services Process office recharges for: Car Hire, Partners’ lunches, milk, newspapers, and DHL packages Raise local purchase requisitions, purchase orders, and goods receipt vouchers Follow up on all invoices in assigned areas to ensure correctness of invoices, timely approval, and follow up on payments Involvement in the supplier’s procurement processes Recharge the stationery and photocopy docket Ensure that quarterly maintenance service of office equipment is carried out as per the contract Ensure that the office machines/equipment are always in good working order, and any faults reported and necessary repairs carried out promptly Facilities, Security ,Safety and Health: Oversee the security of the office by ensuring doors are locked at the prescribed time and report any security issues arising to the Admin/Security Officer Support the Admin officer in Occupational Safety and health compliance and matters arising Coordinate activities that keep the office hospitable: Cleaning, assets management, service and maintenance etc. Events Management: Coordinate logistics and planning for special events, conferences, meetings, and other training on or off-site, including booking rooms, preparing presentation materials, and ensuring that catering services and other necessary materials are available Contribute to the development of effective communication and knowledge management systems, including efficient handling of paper flow, storage, retrieval, and sharing of information within the department and wider firm, updating departmental procedure manuals and practice guidelines, while maintaining the necessary levels of confidentiality