# STANDARD OPERATING PROCEDURE (SOP) & JOB DESCRIPTION
## OFFICE ADMINISTRATOR
### Position Title - Office Administrator Full time
### Department - Administration
### Reports To - Sub Management
### POSITION SUMMARY
The Office Administrator is responsible for administrative support, payroll processing, financial tracking, import coordination, record management, and maintaining organized office procedures and documentation. . The Administrator is expected to maintain strict confidentiality, ensure accurate record keeping, coordinate deadlines and payments, support management operations, and ensure smooth communication between departments, suppliers, customs brokers, and external organizations.
The Administrator must demonstrate strong organizational skills, professionalism, accuracy, accountability, and the ability to manage multiple responsibilities efficiently.
# KEY DUTIES & RESPONSIBILITIES
## 1. Payroll & Salary Administration
Perform payroll data entry, salary calculations, and payroll processing.
Calculate employee salaries, overtime, statutory deductions, and allowances.
Ensure payroll records are accurate and processed on time.
Maintain confidential payroll documentation and employee payment records.
Track salary payments and ensure proper documentation for accounting purposes.
## 2. NIS, Health Surcharge & Statutory Contributions
Calculate and process:
National Insurance Scheme (NIS)
Health Surcharge
PAYE deductions
Green Fund Levy
VAT
Business Levy
Ensure all statutory payments and filings are submitted on time and in compliance with regulations.
Maintain records of all submissions and payment confirmations.
## 3. Expense Management & Financial Tracking
Log and track all company expenses daily immediately upon receipt of invoices or receipts.
Enter expenses accurately into the company system.
Maintain organized records for reconciliation and auditing purposes.
Track all incoming and outgoing payments.
Monitor due dates and coordinate timely payments for:
Rent
Utilities
Taxes
Bills
Supplier payments
Cheques
Government payments
Confirm payment approvals with Management before processing payments.
## 4. Financial Bookkeeping Support
Assist with basic bookkeeping functions.
Manage petty cash records and reconciliations.
Prepare supporting accounting reports and documentation.
Maintain cheque records and payment logs.
Support Management with financial tracking and reporting requirements.
## 5. Employment Contracts & HR Administration
Prepare employment contracts, letters, memos, and contract amendments.
Maintain and update employee files and records.
Handle roster comments and administrative employee documentation.
Ensure all employee files remain accurate, complete, and confidential.
## 6. Import, Customs & Brokerage Coordination
Manage all import-related documentation and communications.
Coordinate with customs brokers, shipping agents, and suppliers.
Ensure smooth and efficient processing of containers and shipments.
Monitor shipment timelines and customs clearance requirements.
Review and log all company imports.
Ensure compliance with customs and international trade requirements.
## 7. Stationery Inventory Management
Oversee the full stationery department operations.
Track stationery inventory levels and usage.
Coordinate stationery purchases and distribution.
Maintain accurate inventory and expense records related to stationery supplies.
## 8. Administrative Operations
## Answer incoming phone calls professionally and direct calls to the appropriate department or individual.
Maintain filing systems and organize office documentation.
Handle routine administrative tasks including:
Filing
Organizing records
Scheduling
External requests
Coordinate with mall management and external offices regarding requests and administrative matters.
Assist with bank account creation and administrative processing when required.
## 9. Calendar Management & Deadline Tracking
Create and maintain reminders using Google Calendar.
Track all deadlines, payment schedules, filings, renewals, and administrative tasks.
Share the updated administrative calendar with Management on the first day of every month.
Ensure Management is informed of upcoming deadlines and required actions.
## 10. Confidentiality & Professional Conduct
Maintain strict confidentiality regarding all company, employee, payroll, financial, and operational information.
During and after training, the Administrator is expected to communicate directly with Management regarding confidential operational matters.
Company procedures, systems, financial information, and internal processes must not be shared with unauthorized staff or external parties.
Exercise professionalism, discretion, and integrity at all times.
GENERAL EXPECTATIONS
The Office Administrator is expected to:
Be highly organized and detail-oriented.
Meet deadlines consistently.
Maintain professionalism in all communications.
Work independently while coordinating effectively with Management.
Adapt to changing priorities and operational requirements.
Handle pop-up tasks and urgent assignments efficiently.
Maintain accurate records and documentation at all times.
# PERFORMANCE STANDARDS
Performance will be evaluated based on:
Accuracy of payroll and financial records.
Timeliness of payments and statutory submissions.
Organization and maintenance of administrative systems.
Efficiency in import and customs coordination.
Communication and responsiveness.
Confidentiality and professionalism.
Ability to meet deadlines and manage multiple responsibilities.
# CONFIDENTIALITY AGREEMENT
The Office Administrator acknowledges that all company information, employee records, financial data, payroll details, operational procedures, and business communications are strictly confidential and must not be disclosed without Management authorization.
Failure to maintain confidentiality may result in disciplinary action, including termination of employment.
# EMPLOYEE ACKNOWLEDGEMENT
I, ________________________________________, acknowledge that I have read, understood, and agreed to the responsibilities, expectations, and confidentiality requirements outlined in this SOP and Job Description for the position of Office Administrator.
Employee Signature: _________________________
Date: _____________________________________
Management Signature: _______________________
Date: _____________________________________