Junior Administrative Assistant / Office Coordinator

Scraped from: Afriworket

Job description

Core Responsibilities & Key Performance Indicators (KPIs) • Canva Invoicing & Document Processing (30%): • Draft Proforma Invoices:  Rapidly generate clean, visually professional proforma invoices, quotations, and product catalogs using company  Canva  templates within 2 hours of request. • Document Formatting:  Format formal business letters, client memos, and machinery specification sheets in both English and Amharic. • Logistics & Sales Filing:  Archive all dispatched quotes, contracts, and receipts into structured Google Drive/OneDrive cloud folders immediately after processing. • Calendar Logistics & Active Reminders (25%): • Calendar Management:  Own the master schedule for leadership—booking appointments, organizing client calls, and preventing double-bookings. • Proactive Follow-Ups:   Actively and politely chase internal staff and senior management regarding pending approvals, client call deadlines, and meeting preparations. • Daily Executive Briefings:  Conduct a brief 10-minute morning sync with management to review the day’s agenda, pending tasks, and urgent client deliverables. • Communication Pipeline & Inbox Screening (25%): • Inbox Gatekeeping:  Sort, categorize, and screen incoming emails and Telegram messages, responding to routine inquiries and routing high-value leads directly to management. • Communication Tracking:  Maintain a central register logging incoming calls, Telegram messages, and visitor inquiries to ensure zero dropped business leads. • Live Status Board:  Maintain a live task board (Google Sheets) so leadership can view the current status of all pending client requests. • Office & Administrative Support (20%): • Visitor Greeting:  Welcome physical clients and partners arriving at the Saris head office with professionalism. • Supplies Tracking:  Monitor front-office consumables (paper, printer ink, stationery, utility bills) and coordinate restocks before items run out. • Meeting Minutes:  Attend key internal operational meetings to record clear meeting minutes and distribute action items within 2 hours. Required Education, Experience & Location • Education:   Grade 12 Complete + Certificate/Diploma or Bachelor’s Degree (BA)  in Secretarial Science, Office Management, Business Administration, Management, Marketing, Accounting, or a related field. • Experience:   Minimum 1+ Year of hands-on experience  in an administrative support, secretarial, clerical, or customer service role. • Location:  Must currently reside in or near  Addis Ababa  with convenient daily transit to  Saris, Nifas Silk Lafto, Gotera, or Kality . Technical Competencies & Software Skills • Canva (Intermediate to Advanced):  Practical ability to manipulate templates, adjust typography, insert logos, and export clean PDF documents. • Google Workspace & MS Office:  Strong skill in Google Sheets/Excel (data entry, basic formulas), Google Docs/Word, Google Calendar, and Google Drive folder management. • Communication Platforms:  Experience using Telegram, WhatsApp Business, and standard email clients (Outlook/Gmail). Language & Soft Skill Profile • Bilingual Fluency:  Excellent written and spoken skills in both  Amharic and English . • Proactive "Reminder" Personality:  Comfortable speaking up, asking questions, and reminding senior managers of deadlines without waiting to be micro-managed. Detail-Oriented:  Zero-tolerance for typographical errors in invoices, wrong phone numbers, or misplaced digital files