Office Administration Assistant

Job description

About Skillmind Software:

Skillmind Software is a leading technology company specializing in HR, Payroll, ERP, and Business Automation systems.

We are a fast-paced organization serving clients across Africa, India, and the Middle East, with a team of developers, project managers, and business professionals working collaboratively to deliver world-class software products.

We are looking for a dynamic
Office Administration Assistant
who can provide efficient administrative, clerical, and coordination support to our operations.

The ideal candidate should have prior experience working in a busy corporate environment — preferably in the software or technology industry — and should possess strong communication, organizational, and multitasking skills.

Role Overview:

The Office Administration Assistant will be responsible for ensuring smooth day-to-day operations of the office.

This includes managing documentation, correspondence, scheduling, procurement coordination, petty cash handling, and supporting management and project teams.

The role requires a proactive individual who can independently manage multiple priorities while maintaining a high level of professionalism and confidentiality.

Key Responsibilities:

Administrative & Office Management

• Manage day-to-day office operations and ensure a well-organized working environment
• Maintain cleanliness, orderliness, and readiness of office facilities and equipment
• Handle office supply inventory, vendor coordination, and procurement follow-ups
• Oversee office maintenance, repairs, and logistics support for internal and external activities
• Coordinate with housekeeping, IT support, and security to ensure efficient functioning of the office

Documentation & Communication

• Draft, proofread, and format correspondence, reports, memos, and company documents
• Maintain both digital and physical filing systems for company records and project documentation
• Manage incoming and outgoing correspondence (letters, parcels, official emails)
• Ensure timely internal communication between departments and management
• Prepare meeting notes, minutes, and follow up on assigned action items

Front Office & Liaison Activities

• Act as the first point of contact for visitors, clients, and vendors
• Handle phone calls, schedule appointments, and coordinate meetings for management
• Liaise with clients, service providers, and partners professionally and promptly
• Facilitate travel arrangements, hotel bookings, and logistics for team members or visiting clients
• Support HR in onboarding new employees and coordinating office orientation

Petty Cash & Finance Support

• Manage petty cash transactions and maintain accurate records
• Prepare expense reports, payment vouchers, and reconciliations
• Coordinate with the accounts team to ensure timely submission of expense claims and receipts
• Support procurement and invoice tracking as needed

Team Coordination & Support

• Assist management and project teams with scheduling, documentation, and logistical support
• Follow up on pending tasks, deadlines, and communications across departments
• Maintain a staff attendance register and update leave records where required
• Support event planning, staff meetings, and internal communication activities
• Help in coordinating project or client-related documentation as per company standards

Compliance & Confidentiality

• Ensure proper document control and adherence to company policies and procedures
• Maintain confidentiality of sensitive business and personnel information
• Support administrative compliance with audits, licensing renewals, and statutory filings

Required Skills & Experience:

• Diploma or Bachelor's degree in Business Administration, Office Management, or a related field
• Minimum 3–5 years of experience as an Office Administrator, Administrative Assistant, or similar role (experience in a software or IT company is an added advantage)
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace tools
• Excellent written and verbal communication skills
• Strong organizational, multitasking, and time management abilities
• Good understanding of record keeping, document filing, and correspondence management
• Experience in managing petty cash, vendor payments, and procurement support
• Familiarity with using CRM or ERP systems for basic administrative functions
• Professional demeanor with the ability to handle clients, vendors, and senior management efficiently
• Ability to prioritize and handle multiple assignments with minimal supervision
• Integrity, discretion, and reliability in managing confidential company information

Preferred / Nice-to-Have:

• Experience working in a fast-paced, technology-driven environment
• Knowledge of project documentation and technical file organization
• Basic understanding of HR coordination and employee engagement support
• Exposure to digital office tools such as Slack, Asana, or JIRA
• Experience with inventory or facility management software

Personal Attributes:

• Highly organized and detail-oriented
• Excellent interpersonal and customer service skills
• Proactive and resourceful with a get things done attitude
• Polite, professional, and calm under pressure
• Team player with a positive outlook and willingness to assist colleagues
• Reliable, disciplined, and punctual

Reporting & Team Structure:

• Reports to: Office Manager / Operations Director / CEO (as assigned)
• Works closely with: HR, Finance, Projects, and Technical Teams

What We Offer:

• Competitive salary and performance-based incentives
• Professional working environment with exposure to the software industry
• Opportunities for skill growth and development
• Supportive, collaborative, and innovation-driven culture

Join Skillmind Software and be part of a dynamic environment where you'll play a key role in ensuring smooth operations, communication flow, and coordination that keeps our growing team and projects running efficiently.

Required Skill Profession

Other General