JOB PURPOSE
Provide administrative support and coordination for overall front office activities, including the reception area, mail, large purchasing requests and facilities. Also responsible for directing and coordinating office services and related activities, receiving, and directing guests and visitors.
QUALIFICATIONS AND EXPERIENCE
Bachelor degree of business administration – preferably business or finance major.
Ability to speak, read, understand, and write English business language.
High level of proficiency in Microsoft Office applications (especially Excel).
SAP user experience.
Open minded and actively seeks out new ways of working.
Ability to prioritize and organize own work in order to make the most efficient use of time available.
Communication and relationship management skills.
Planning and organizing skills, problem solving and details orientation skills.
Analytical skills.
Intrapersonal skills.
Strong PR skills.
0 - 2 years’ experience in the field of office management with at least 2 years working with executives.
JOB RESPONSIBILITIES
Manage the reception area to ensure effective telephone and mail communications both internally and externally to maintain professional image.
Manage and coordinate overall administrative activities for the Office, including meeting rooms reservations and tidiness.
Supervise the maintenance and alteration of office areas and equipment, as well as layout, arrangement, and housekeeping of office facilities.
Responsible for the facilities day-to-day operations (such as facility daily checker, distributing building access keys, back-up to security access cards, mail, shipments etc.)
Handle petty cash for guests’ reception and for the purchase of office supplies and stationery. (not anymore)
Track driver schedule and log.
Dealing with telecommunication companies regarding employees MIFI and mobile lines.
Provide catering support for internal events.
Assist with Employees personal requests (such as business cards, stationary, driver etc)
Creating PR and PO for all administrative purchases.
Preparing expense reports and office budgets.
Monitor and maintain office supplies and equipment.
Develop and maintain office forms and procedures and assist with administrative tasks.
Answer central telephone system and directs calls accordingly.
Receive the public enquiries and answer questions, in person and by telephone; responds to inquiries from employees, citizens and others and refers, when necessary, to the appropriate person, official or department.
Assist visitors with the use of department facilities.
Review and ensure all contracts for appearances include necessary specifications.
COMPETENCIES
Customer service orientation
Achievement Orientation
Teamwork & Collaboration
Interpersonal Understanding
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