Job Position: Front Desk and Admin Assistant

Job Summary:

The Front Desk & Administrative Assistant serves as the primary point of contact for employees, visitors, and external partners. The role holder is responsible for managing front desk operations, coordinating appointments and meetings, handling incoming communications, and providing comprehensive administrative, database, and document control support to the Head Office team. This position requires a professional, detail-oriented individual who can create a warm and welcoming environment while ensuring smooth office operations.

Duties and Responsibilities

• Welcome and assist visitors in a friendly, professional, and helpful manner; direct them to the appropriate staff member;
• Answer, screen, and forward telephone calls; ensure prompt and courteous communication at all times;
• Maintain a clean, neat, organized, and professional reception area all the time;
• Perform a wide range of administrative tasks, including preparing correspondence, presentations, email communications, and spreadsheets;
• Support the scheduling and coordination of appointments, meetings, events, and travel arrangements (airfare, accommodation, and logistics);
• Reserve meeting rooms, coordinate teleconferencing services, and manage catering and end-to-end arrangements for training, workshops, and meetings;
• Assist the Office Manager in monitoring office supplies, handling orders, and ensuring proper distribution and replenishment;
• Provide document control support to the Quality Control & Assurance department as required;
• Manage incoming and outgoing packages, ensuring timely receipt, distribution, and proper dispatch;
• Perform data entry, photocopying, scanning, faxing, and other administrative duties as assigned;
• Maintain confidentiality of sensitive information and ensure secure handling of documents at all times;
• Follow up on invoices and payments with relevant suppliers and service providers;
• Support general office operations and contribute to a smooth workflow across departments;
• Attend staff meetings and prepare notes or action points when needed.

Requirements

Academic qualification

• Bachelor's Degree in Business Administration, Management or related fields

Additional qualifications

• Strong customer service mindset and ability to create a welcoming environment;
• Excellent proficiency in MS Office applications (Outlook, Word, Excel);
• Working knowledge of office equipment (printers, copiers, scanners, fax machines);
• Strong organizational skills with the ability to prioritize and manage multiple tasks;
• Excellent communication skills in Amharic and English, including professional phone etiquette;
• Strong interpersonal skills with the ability to interact effectively at all organizational levels.

Years of experience: 

• Minimum of 1+ years of experience in a comparable position and prior experience as an Administrative Assistant, Front Desk Officer, or Receptionist in a hospitality sector is an added advantage.

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