Receptionist & Administrative Assistant

• Listing summary: Bachelor's Degree in Secretarial Science, Office Administration, Business Administration, Management, Information Technology, or a related discipline or any other field with relevant work experience

Department: Administration & General Services

Duty Station: Addis Ababa, Ethiopia

Employment Type: Full-time

Reports To: General Manager / Administration Manager

Required Experience: 1–3 years in reception, secretarial work, customer service, or office administration.

Company Background

Cheerful Trading PLC is an Ethiopian import-export company engaged in pharmaceutical products, medical equipment, medical supplies, laboratory products, general trading, and agricultural exports.

The company maintains international pharmaceutical manufacturing relationships and works with healthcare institutions, suppliers, customers, and other business stakeholders.

Cheerful Trading PLC is seeking a professional, organized, and customer-oriented Receptionist & Administrative Assistant to manage front-office activities and provide administrative support to its business operations.

Job Purpose

The Receptionist & Administrative Assistant will be responsible for managing the company's reception area, welcoming visitors, handling telephone calls and correspondence, coordinating meetings, maintaining office records, and supporting daily administrative operations.

The successful candidate will serve as the first point of contact for visitors, customers, suppliers, healthcare professionals, and business partners while maintaining a professional corporate image.

Job Requirements

Education:

• Bachelor's Degree in Secretarial Science, Office Administration, Business Administration, Management, Information Technology, or a related discipline or any other field

Experience:

• 2–3 years of experience in a professional office environment.

• Previous experience in a pharmaceutical importer, distributor, trading company, or healthcare-related organization.

• Experience managing business correspondence and administrative documentation.

• At least 1 year of relevant experience in reception, customer service, or administration.

Duties and Responsibilities

Reception and Front Desk Management

• Welcome and professionally receive all company visitors, customers, suppliers, and business partners.

• Direct visitors to the appropriate department or employee.

• Answer, screen, and transfer incoming telephone calls.

• Respond to general company inquiries professionally and accurately.

• Maintain a clean, organized, and welcoming reception area.

• Record visitors' information and maintain a visitor registration log.

• Coordinate visitor appointments with relevant employees.

• Receive and distribute incoming letters, packages, documents, and deliveries.

• Ensure visitors follow applicable company entry and security procedures.

• Maintain confidentiality regarding visitors, business discussions, and company operations.

Office Administration and Secretarial Support

• Provide daily administrative assistance to the General Manager and other departments.

• Prepare and format official letters, memos, reports, and routine correspondence.

• Organize and maintain physical and electronic office filing systems.

• Assist with scanning, photocopying, printing, and organizing documents.

• Schedule appointments, meetings, and business visits.

• Maintain meeting calendars and remind employees of scheduled appointments.

• Prepare meeting rooms and arrange basic meeting requirements.

• Record meeting minutes when assigned.

• Maintain company contact lists and office directories.

• Monitor office stationery and supply requirements and report shortages.

• Coordinate routine office maintenance and administrative service requests.

Communication and Correspondence Management

• Monitor designated company email accounts and forward messages to the appropriate departments.

• Receive and register official letters from customers, suppliers, banks, government offices, and other institutions.

• Maintain an incoming and outgoing correspondence register.

• Draft routine emails and letters under management supervision.

• Follow up administrative correspondence as instructed.

• Coordinate appointments and meeting schedules with local and international visitors.

• Maintain professional communication standards in telephone, email, and face-to-face interactions.

• Ensure urgent communications are promptly escalated to the responsible employee.

Pharmaceutical Sales Department Administrative Support

• Receive customer calls and inquiries relating to pharmaceutical products.

• Forward product availability, pricing, and order inquiries to authorized sales personnel.

• Assist sales staff with preparing and formatting quotations and other approved commercial documents.

Maintain organized customer contact records.

• Coordinate customer appointments with pharmaceutical sales representatives.

• Assist in filing customer orders, quotations, and delivery-related correspondence.

• Forward institutional tender announcements and requests for quotations to the Pharmaceutical Sales & Institutional Tender Officer.

• Support basic document organization for hospital, health center, clinic, and NGO quotations or tenders.

• Follow up routine administrative matters assigned by the sales team.

• The receptionist shall not independently approve pharmaceutical prices, make medical claims, commit the company to tenders, or authorize customer credit.

Regulatory Affairs Department Administrative Support

• Assist the Regulatory Affairs Officer with printing, scanning, organizing, and filing regulatory documents.

• Maintain administrative records of incoming manufacturer correspondence.

• Support the organization of product registration documents, certificates, and official correspondence.

• Assist in scheduling regulatory meetings and appointments.

• Forward regulatory communications promptly to authorized personnel.

• Maintain confidentiality of pharmaceutical dossiers and manufacturer documentation.

• Assist with preparing administrative document checklists when instructed.

• Technical dossier review, EFDA applications, import permit approvals, and regulatory decisions remain the responsibility of authorized regulatory and technical personnel.

International Manufacturer and Business Partner Communication

• Receive calls and emails from international manufacturers, suppliers, and business partners.

• Direct technical and commercial inquiries to the appropriate responsible employees.

• Coordinate virtual and in-person meetings with international suppliers.

• Support arrangements for visiting representatives from manufacturing companies.

• Prepare meeting rooms and visitor arrangements.

• Maintain updated international supplier contact information.

• Assist with routine correspondence and meeting scheduling across different time zones.

• Communicate in professional written and spoken English when dealing with international contacts.

Document Control and Confidentiality

• Maintain organized physical and digital administrative records.

• Ensure company documents are filed according to established procedures.

• Protect confidential commercial, financial, personnel, and pharmaceutical information.

• Restrict access to sensitive documents according to company instructions.

• Maintain accurate document receipt and dispatch records.

• Report missing or misdirected documents promptly.

• Support secure archiving of important company correspondence.

General Office Coordination

• Support daily administrative activities across departments.

• Coordinate basic office supply requirements.

• Assist in organizing company meetings and events.

• Support employee and visitor travel arrangements when assigned.

• Coordinate with building management and office service providers.

• Report maintenance, housekeeping, and security concerns.

• Carry out other reasonable administrative responsibilities assigned by management

Skills & Competencies

• Good English and Amharic communication skills.

• Proficiency in Microsoft Word, Excel, email, and general office applications.

• Good typing and document preparation skills.

• Familiarity with office filing systems, printers, scanners, and document management tools.

Essential Skills and Competencies

• Excellent verbal and written communication.

• Professional telephone and front-desk etiquette.

• Strong organization and time management.

• Customer service and interpersonal skills.

• Proficiency in Microsoft Office.

• Good English writing and speaking ability.

• Accuracy in data entry and document filing.

• Confidentiality and professional integrity.

• Ability to multitask and prioritize daily activities.

• Reliability, punctuality, and teamwork.

• Problem-solving and attention to detail.

• Professional appearance and positive workplace attitude.

Expected Results

The successful candidate is expected to:

• Establish a professional and welcoming front-office environment.

• Improve internal and external business communication.

• Ensure efficient handling of calls, visitors, and correspondence.

• Maintain accurate and organized company records.

• Support effective coordination between management, pharmaceutical sales, regulatory affairs, and other departments.

• Contribute to a disciplined, efficient, and professional corporate working environment.

How To Apply

Interested and qualified applicants can apply through the following email address :munajaabdela18@gmail.com

Education:

• Bachelor's Degree in Secretarial Science, Office Administration, Business Administration, Management, Information Technology, or a related discipline or any other field

Experience:

• 2–3 years of experience in a professional office environment.
• Previous experience in a pharmaceutical importer, distributor, trading company, or healthcare-related organization.
• Experience managing business correspondence and administrative documentation.
• At least 1 year of relevant experience in reception, customer service, or administration.

Duties and Responsibilities

Reception and Front Desk Management

• Welcome and professionally receive all company visitors, customers, suppliers, and business partners.
• Direct visitors to the appropriate department or employee.
• Answer, screen, and transfer incoming telephone calls.
• Respond to general company inquiries professionally and accurately.
• Maintain a clean, organized, and welcoming reception area.
• Record visitors' information and maintain a visitor registration log.
• Coordinate visitor appointments with relevant employees.
• Receive and distribute incoming letters, packages, documents, and deliveries.
• Ensure visitors follow applicable company entry and security procedures.
• Maintain confidentiality regarding visitors, business discussions, and company operations.

Office Administration and Secretarial Support

• Provide daily administrative assistance to the General Manager and other departments.
• Prepare and format official letters, memos, reports, and routine correspondence.
• Organize and maintain physical and electronic office filing systems.
• Assist with scanning, photocopying, printing, and organizing documents.
• Schedule appointments, meetings, and business visits.
• Maintain meeting calendars and remind employees of scheduled appointments.
• Prepare meeting rooms and arrange basic meeting requirements.
• Record meeting minutes when assigned.
• Maintain company contact lists and office directories.
• Monitor office stationery and supply requirements and report shortages.
• Coordinate routine office maintenance and administrative service requests.

Communication and Correspondence Management

• Monitor designated company email accounts and forward messages to the appropriate departments.
• Receive and register official letters from customers, suppliers, banks, government offices, and other institutions.
• Maintain an incoming and outgoing correspondence register.
• Draft routine emails and letters under management supervision.
• Follow up administrative correspondence as instructed.
• Coordinate appointments and meeting schedules with local and international visitors.
• Maintain professional communication standards in telephone, email, and face-to-face interactions.
• Ensure urgent communications are promptly escalated to the responsible employee.

Pharmaceutical Sales Department Administrative Support

• Receive customer calls and inquiries relating to pharmaceutical products.
• Forward product availability, pricing, and order inquiries to authorized sales personnel.
• Assist sales staff with preparing and formatting quotations and other approved commercial documents.

Maintain organized customer contact records.

• Coordinate customer appointments with pharmaceutical sales representatives.
• Assist in filing customer orders, quotations, and delivery-related correspondence.
• Forward institutional tender announcements and requests for quotations to the Pharmaceutical Sales & Institutional Tender Officer.
• Support basic document organization for hospital, health center, clinic, and NGO quotations or tenders.
• Follow up routine administrative matters assigned by the sales team.
• The receptionist shall not independently approve pharmaceutical prices, make medical claims, commit the company to tenders, or authorize customer credit.

Regulatory Affairs Department Administrative Support

• Assist the Regulatory Affairs Officer with printing, scanning, organizing, and filing regulatory documents.
• Maintain administrative records of incoming manufacturer correspondence.
• Support the organization of product registration documents, certificates, and official correspondence.
• Assist in scheduling regulatory meetings and appointments.
• Forward regulatory communications promptly to authorized personnel.
• Maintain confidentiality of pharmaceutical dossiers and manufacturer documentation.
• Assist with preparing administrative document checklists when instructed.
• Technical dossier review, EFDA applications, import permit approvals, and regulatory decisions remain the responsibility of authorized regulatory and technical personnel.

International Manufacturer and Business Partner Communication

• Receive calls and emails from international manufacturers, suppliers, and business partners.
• Direct technical and commercial inquiries to the appropriate responsible employees.
• Coordinate virtual and in-person meetings with international suppliers.
• Support arrangements for visiting representatives from manufacturing companies.
• Prepare meeting rooms and visitor arrangements.
• Maintain updated international supplier contact information.
• Assist with routine correspondence and meeting scheduling across different time zones.
• Communicate in professional written and spoken English when dealing with international contacts.

Document Control and Confidentiality

• Maintain organized physical and digital administrative records.
• Ensure company documents are filed according to established procedures.
• Protect confidential commercial, financial, personnel, and pharmaceutical information.
• Restrict access to sensitive documents according to company instructions.
• Maintain accurate document receipt and dispatch records.
• Report missing or misdirected documents promptly.
• Support secure archiving of important company correspondence.

General Office Coordination

• Support daily administrative activities across departments.
• Coordinate basic office supply requirements.
• Assist in organizing company meetings and events.
• Support employee and visitor travel arrangements when assigned.
• Coordinate with building management and office service providers.
• Report maintenance, housekeeping, and security concerns.
• Carry out other reasonable administrative responsibilities assigned by management

Skills & Competencies

• Good English and Amharic communication skills.
• Proficiency in Microsoft Word, Excel, email, and general office applications.
• Good typing and document preparation skills.
• Familiarity with office filing systems, printers, scanners, and document management tools.

Essential Skills and Competencies

• Excellent verbal and written communication.
• Professional telephone and front-desk etiquette.
• Strong organization and time management.
• Customer service and interpersonal skills.
• Proficiency in Microsoft Office.
• Good English writing and speaking ability.
• Accuracy in data entry and document filing.
• Confidentiality and professional integrity.
• Ability to multitask and prioritize daily activities.
• Reliability, punctuality, and teamwork.
• Problem-solving and attention to detail.
• Professional appearance and positive workplace attitude.

Expected Results The successful candidate is expected to:

• Establish a professional and welcoming front-office environment.
• Improve internal and external business communication.
• Ensure efficient handling of calls, visitors, and correspondence.
• Maintain accurate and organized company records.
• Support effective coordination between management, pharmaceutical sales, regulatory affairs, and other departments.
• Contribute to a disciplined, efficient, and professional corporate working environment.