Business Support Specialist

Job Description

Edgetech is looking for an attentive, efficient Business Support Specialist to provide consistent, courteous support for our leadership team and keep the office running smoothly and efficiently. The Business Support Specialist will oversee administrative and clerical activities, greet and direct office visitors, collect, organize, store, and retrieve information and documents, plan for meetings and travel, and handle basic office tasks, such as answering phones, updating employee, client, and company data, filing, and keeping a clean, welcoming environment. You may also supervise the administrative staff members and provide some bookkeeping services.

To be a successful Business Support Specialist, you should be committed to facilitating smooth, efficient office operations by planning carefully, anticipating needs, and providing responsive, reliable assistance. You should be adaptable, proactive, supportive, and detail-oriented.

Business Support Specialist Responsibilities:

  • Supporting company leadership and executing administrative activities.
  • First point of contact for office visitors and directing them to the appropriate parties.
  • Draft routine correspondence, memoranda and reports. Format more complex documents by using the appropriate technology;
  • Maintain hard and electronic office files and records;
  • Search and retrieve office files, and reproduce documentation and background material for reference and action by the supervisor, as and when required;
  • Facilitate implementation of Personnel administrative formalities and processing of documents in relation to official travels, leaves and movements of staff. Support staff members with processing personnel-related documentation;
  • Maintain office inventory and stocks of office supplies. Monitor the asset management track to ensure all admin / procurements and disposal of company property are done and recorded accurately;
  • Handling basic office tasks, such as filing, preparing meeting areas and presentation materials, delivering mail, depositing bank cheques, answering emails and phone calls, and data entry.
  • Coordinating schedules and managing calendars for multiple parties to ensure that activities are properly arranged and prevent conflicts.
  • Monitor office facilities and equipment and in consultation with the Managing Director, take appropriate action to ensure proper functioning at all time;
  • Initiate purchase requisitions and micro purchase order for goods and services ensuring correct objects of expenditure and availability of funds;
  • May regulate and monitor routine provision of services related to office and project functions, manage relationship with and/or shifts from service providers (i.e. internet etc.), as and when applicable;
  • Work with a variety of individuals, taking on feedback where appropriate to assist in business support delivery for staff;
  • Provide a range of services, including facilities and light vehicle management, travel, protocol related, etc.
  • Entering and updating company, employee, and client records.
  • Directing, reviewing, and optimizing office operations to increase accuracy, productivity, and efficiency and reduce costs.
  • Providing basic bookkeeping services.
  • Perform other related duties as required.

Business Support Specialist Requirements:

  • A diploma or degree in Business Administration or relevant field preferred.
  • Experience in administrative services or related field.
  • More education, certifications, or experience is a major advantage.
  • Exceptional time management, interpersonal, and verbal and written communication skills.
  • Proactive, organized approach to multitasking.
  • Strong leadership skills.
  • Professional appearance, courteous manner, and clear, friendly phone voice.
  • Ability to remain calm and think clearly under pressure and successfully navigate or diffuse tense situations.
  • Understanding of accounting principles and bookkeeping software may be required.
  • Familiarity with office technology and equipment, including computers, fax machines, scanners, printers, phone systems, etc.

Interested candidates should send their application letters, including contact details, together with detailed Curriculum Vitae with at least three traceable referees via email to:

The General Manager,
Edgetech,
P.O. Box 1148,
Golden Peacock House,
Office G17, Off Presidential Drive,
City Center,
Lilongwe,
Malawi.

Email your application letter and CV to careers@edgetechnology.net
Applications close on 15th June 2023. Only short-listed candidates will be acknowledged.