Front Office Coordinator Intern

Job description

We seek to hire the services of a Front Office Coordinator Intern who will support the daily administrative functions of our team by managing communications, organizing schedules, handling documents and assisting with various clerical tasks. This position is key in maintaining an organized, efficient, and professional office environment. The ideal candidate will have excellent communication skills, a strong attention to detail, and the ability to handle multiple tasks.

Main duties and key Responsibilities
1. Office Administration
– Manage and organize daily office functions, including maintaining records, filing documents, and ensuring a clean, organized work environment.
– Handle incoming and outgoing correspondence, including phone calls, emails, and mail, ensuring prompt and accurate communication.
– Prepare, edit and distribute company documents such as reports, memos, and meeting agendas.

2. Scheduling and Calendar Management
– Coordinate schedules for the management team, arranging meetings, appointments and conferences as needed.
– Organize and set up meeting rooms, including arranging for equipment, materials and refreshments when required.
-Ensure timely reminders for upcoming meetings and important deadlines to relevant staff members.

3. Document Management
-Prepare, review and maintain accurate records, reports, and presentations, ensuring confidentiality and data security.
-Organize and maintain a well-structured filing system for easy retrieval of documents, including both physical and digital records.
-Assist in managing client and vendor files, ensuring compliance with company policies regarding data management.

4. Communication Support
-Serve as a liaison between clients, team members, and management to ensure clear communication and information flow.
-Respond to inquiries in a timely and professional manner, providing relevant information or directing inquiries to appropriate departments.
-Draft and send professional correspondences on behalf of management as needed.

5. Meeting Support and Minutes
– Assist with organizing internal and external meetings, ensuring all logistical details are arranged.
– Take accurate meeting minutes, capturing key points, decisions, and action items, and distribute to relevant attendees.
– Follow up on action items from meetings to ensure tasks are completed in a timely manner.

6. Supplies and Inventory Management
– Track office supplies inventory, reorder items as needed, and manage relationships with suppliers to ensure prompt delivery.
– Coordinate the maintenance and repair of office equipment, working with suppliers and technicians as required.
– Support the Office Manager in managing office operations and ensuring an efficient work environment.

Experience, Exposure, Qualifications and Skills
– Diploma or certificate in Office Administration, Business Studies, Secretarial Studies, or a related field.
– Experience: 1+ years of experience in a secretarial, administrative, or office management role, preferably within a consultancy or professional services environment.
– Strong written and verbal communication skills.
– High level of organizational and multitasking abilities.
– Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
– Professional demeanour, with a high degree of discretion and confidentiality.
– Strong attention to detail and accuracy in document handling and record-keeping.

Key Performance Indicators (KPIs)
– Timeliness and accuracy in scheduling and document preparation.
– Customer and internal staff satisfaction with communication and support.
– Efficiency in office supply management and document organization.
– Professional presentation and upkeep of office records and scheduling.

Equal Opportunity Employer:
we are an equal opportunity employer, committed to creating an inclusive and diverse workplace. Qualified candidates from all backgrounds are encouraged to apply.

How to Apply:
Interested candidates should submit their cover letter, CV, and qualifications in one PDF document to bmasrecruitment@gmail.com