Office Administrator, Uganda

The role encompasses full-spectrum office administration and operational support, ensuring the smooth and efficient functioning of the firm’s office environment. The position is responsible for coordinating administrative systems, managing facilities and vendor relationships, supporting internal and external communication, and maintaining a productive and well-organized workplace.

In addition, the role extends to Executive Assistant support to the Managing Director, providing high-level administrative and coordination support.

The position requires a high degree of professionalism, discretion, and organizational capability, balancing both operational office management responsibilities and executive-level support. The ability to multitask, anticipate needs, and respond effectively to dynamic and evolving priorities is critical to success in this role

Office & Operations Management:

• Oversee the general management of the office, ensuring operational efficiency, effective communication, and alignment with organizational goals.
• Develop, implement, and maintain office administration policies, systems, and procedures.
• Ensure a productive, efficient, and positive office culture and employee experience.
• Manage daily office operations, including optimal utilization of resources, office supplies, and equipment.

Facilities & Vendor Management:

• Manage company facilities, including space planning, layout/design, and office functionality.
• Oversee maintenance, repairs, and security of office premises.
• Manage vendor relationships, contracts, and service delivery standards.
• Act as the primary liaison between staff and building management, addressing inquiries and resolving issues promptly.

Communication & Coordination:

• Serve as the central point of contact for both internal and external administrative communication.
• Manage incoming communication channels including emails, phone calls, and correspondence.
• Facilitate effective communication across departments and office locations.

Administrative Support:

• Perform administrative tasks such as preparing and distributing memos, letters, reports, spreadsheets, and forms.
• Manage incoming and outgoing mail and maintain organized filing systems.
• Receive and attend to office visitors, ensuring a professional and welcoming environment.

Events, Travel & Logistics:

• Coordinate company events, meetings, and conferences.
• Arrange travel, accommodation, and logistics for staff as required.

Financial & Inventory Administration:

• Support budgeting and financial planning for office-related expenses.
• Process invoices, track expenditures, and maintain accurate financial records in collaboration with the finance team.
• Oversee inventory and asset management, ensuring proper tracking and accountability of company resources.

Executive Assistant Support to Managing Director:

• Provide dedicated administrative and organizational support to the Managing Director.
• Manage the MD’s calendar, appointments, and scheduling of meetings.
• Coordinate high-level meetings, prepare agendas, and take minutes where required.
• Handle confidential correspondence and documentation with discretion.
• Support follow-ups on key action items and ensure timely execution of priorities.
• Assist in travel planning and logistics for the Managing Director.

Bachelor’s degree in project management or related field (or equivalent experience).

Proven experience in organizational skills i.e. ability to manage multiple tasks and priorities and keep track of deadlines.

Excellent communication and interpersonal skills i.e., Strong verbal and written communication skills and ability to communicate effectively with employees at all levels.

Attention to Detail i.e., accurate record-keeping and data management, thoroughness in reviewing documents and information, meticulous in execution and delivery of documentation.

Customer (Internal and External) Service experience i.e., provide excellent customer service to both internal and external stakeholders and addressing inquiries and concerns in a timely and professional manner.

Basic technical proficiency through proficiency office software (e.g., Microsoft Office Suite) and a basic understanding of technology infrastructure and systems.

Self-motivated and able to work independently as well a as part of a team.

Problem Solving through addressing and resolving administrative issues and challenges. Identify areas for improvement and propose and implement solutions to enhance efficiency.

4 years of experience in the administration role with proven experience in a fast-paced environment.