Office Assistant

Job description

Job Summary: The role holder will provide day-to-day office support services to the Business Development function, including office cleanliness and organisation, filing and records management, visitor reception, meeting and training room preparation, and daily office hospitality. The role ensures a well-organised, professional and welcoming office environment that enables Business Development staff, Financial Advisors and visitors to operate effectively, in line with Britam Life Uganda’s retail distribution strategy. Key Duties and Responsibilities: Maintain the cleanliness, tidiness and general organisation of the Business Development office and shared spaces at all times.Support document filing and records management, ensuring files and administrative records are properly organised, stored and easily retrievable.Receive and welcome visitors, Financial Advisors and clients to the office, directing them appropriately and coordinating office logistics.Prepare meeting rooms and training facilities ahead of scheduled meetings, trainings and events, including seating, equipment and materials.Support the management of office inventory and assets, including stationery, supplies and equipment, flagging re-order needs in good time.Handle routine office errands, including collection and delivery of documents, mail and packages as required.Provide daily office hospitality support, including preparation of refreshments for Financial Advisors, staff and visitors.Provide general administrative support to the Business Development Manager and wider team, including photocopying, scanning and basic correspondence.Support the setup and breakdown of venues for advisor recruitment, onboarding and training activities.Report maintenance, cleanliness or facilities issues promptly to ensure a safe and professional working environment.Maintain a professional and courteous manner in all interactions with staff, Financial Advisors and visitors, upholding the Company’s image.Perform any other office support or administrative duties as assigned in support of the Business Development function. Key Performance Measures Office cleanliness, tidiness and organisation standards maintainedTurnaround time for filing, document retrieval and office errandsVisitor and Financial Advisor satisfaction with office reception and hospitalityMeeting and training room readiness and turnaround timeAccuracy of inventory and asset tracking and timeliness of re-order flagging Qualifications, Skills and Experience: Bachelor’s degree in any business-related field; further training in business administration or office management is an added advantageBasic communication skills in English, both written and spokenDemonstrated ability to use basic office equipment (photocopier, scanner, telephone); basic computer literacy is an added advantagePrior experience in an office support, hospitality or front-of-house role is an added advantageReliable, well-organised and presentable, with a strong sense of responsibility and discretion Competencies Technical & Functional Competencies Strong organisational skills and attention to detail in maintaining office order and recordsReliable and punctual, able to manage multiple routine tasks with minimal supervisionCourteous, presentable and professional in all visitor and staff interactionsTrustworthy and discreet in handling office documents, keys and office resourcesGood Communication SkillsBuilding RelationshipsFocuses on the CustomerDevelops SelfSolves Problems

Requirements

bachelor degree