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.