Support Services Officer at CLARKSON INSURANCE BROKERS LTD Uganda, Kampala

Manage an efficient and well-informed front desk; represent the organisation’s brand by ensuring that visitors and all incoming and outgoing communications are handled with maximum efficiency and professionalism:

• Welcome all visitors in a professional and friendly demeanor ensuring they feel valued and comfortable as they enter the office.
• Manage the visitor sign-in process, issue identification badges, notify the relevant staff of arrival, and ensure adherence to security procedures.
• Answer phone calls promptly in a polite and professional tone. 
• Ensure smooth communication and seamless information flow between departments by redirecting inquiries or messages as needed.

Ensure that CIB Staff are provided with swift and professional administrative support; this includes document management, processing deliveries, and managing office supplies:

• Managing suppliers and service providers in their daily activities.
• Support CIB’s administrative procurements and ensure all meet the value-for-money objectives.
• Arrange, classify, and manage both physical and digital files to ensure documents are easily accessible, properly stored, and compliant with company policies.
• Assist to prepare, format and proofread documents, reports, presentations, and other materials to ensure accuracy and professionalism.
• Handle the reception and distribution of incoming deliveries and ensure items are logged, packaged appropriately, and delivered to the relevant departments or staff.
• Oversee the maintenance and functionality of office equipment such as printers, photocopiers, and coordinate repairs or replacements when necessary.

Organise and coordinate meetings, visits, events, and workshops as requested, ensuring that all logistical requirements are effectively managed so that departmental staff can focus on the technical content:

• Coordinate and schedule meetings according to staff availability and ensure all participants are informed in advance.
• Book suitable meeting rooms or external venues based on the event’s needs and ensure all required facilities and equipment (e.g., projectors, conference phones) are available.
• Assist in preparing meeting agendas and ensure all topics are included before the meeting.
• Handle all logistics for events, workshops, and visits, including transportation, catering, and any necessary equipment, to ensure that everything runs smoothly on the day.
• Offer on-site support during meetings and assist with last-minute changes, room setups, and ensure that everything runs according to plan. 

Manage office facility and office equipment, ensuring that an attractive and supportive work environment is provided:

• Conduct routine inspections of office facilities to ensure that all areas are clean, safe, and in good condition.
• Monitor the functionality of office equipment such as computers, printers, photocopiers, and coordinate repairs or replacements as necessary to avoid disruptions in workflow.
• Ensure that the office adheres to safety standards such as fire safety measures, emergency exits, and first aid kits.
• Manage requests for maintenance or repairs promptly by contacting relevant service providers and following up to ensure timely completion of tasks.
• Manage the inventory of office supplies such as stationery, cleaning products, and kitchen essentials, and place orders to ensure stock levels are always sufficient.

In collaboration with the HR & Administration Manager, identify and manage the key risks associated with the provision of reception and administrative services:

• • Work with HR to identify security risks in the reception area, such as unauthorized access or mishandling of confidential information.
  • Work with HR to develop contingency plans for addressing any workflow disruptions arising from front desk operations.
  • Review and update procedures for providing reception and administrative services to reduce risks and ensure they align with best practices and compliance requirements.
• Keep up to date with the laws and regulations that govern reception and administrative services to ensure compliance and mitigate potential risks.