Admin Assistant Temp

ITP Media group stands as a dynamic forward-thinking player in the media industry dedicated to creating impactful content that resonates with audiences worldwide. We produce a range of business-to-business websites, magazines, and events focused on luxury fashion and jewellery, healthcare, hospitality, and catering for professionals.
We are seeking a dedicated and proactive Admin Assistant to join our team. This role will play a crucial part in maintaining efficient mail room operations, handling incoming and outgoing mail, and supporting office logistics. As our Mail Room Assistant, you will take ownership of various responsibilities including mail handling, inventory management, processing of courier services, and ensuring overall organization and safety of the mail room environment.
Key Responsibilities:

• Manage incoming and outgoing local and international mail including documents, magazines, and packages.
  
• Coordinate with staff and couriers to resolve delivery issues and ensure timely delivery.
  
• Liaise with Reception staff, housekeeping, and drivers for efficient operations.
  
• Follow up with courier services (DHL, UPS, SkyEx, FedEx, etc.) regarding service requirements, progress of deliveries, and any related issues.
  
• Process courier invoices and ensure accurate purchase order management.
  
• Oversee stationery inventory, ensuring availability and organizing orders as necessary.
  
• Handle the purchasing and distribution of stationery supplies.
  
• Process JAFZA passes for cheque collection, invoice submissions, and other necessary documentation.
  
• Organize charity sales items, manage inventory, and handle money management for charity-related activities.
  
• Manage petty cash for the mail room, ensuring proper accounting and usage of funds.
  
• Maintain a well-organized and efficient mail room despite changes in location over the past years.
  
• Continuously improve and adapt mail room processes to ensure smooth operations.
  
• Take initiative to organize and maintain the Emergency Kit in the absence of a line manager.
  
• Assist staff with various office needs including deliveries, document control, and general mail room assistance.
  
• Ensure the overall safety, security, and orderliness of the mail room environment.
  
• Assist in general office administration tasks as required including document control, office supply coordination, and general mail room support.
  

• Strong organizational and multitasking skills.
  
• Proficiency in managing inventory and processing invoices.
  
• Excellent communication skills and the ability to liaise with multiple departments and external partners.
  
• Ability to work independently and take initiative, particularly in organizing and streamlining operations.
  
• Experience handling petty cash, organizing charity events, and managing courier services is a plus.
  
• Basic knowledge of JAFZA pass processing is desirable.
  

This position requires someone who is adaptable and able to function effectively despite changes in the work environment. The successful candidate will be proactive, detail-oriented, and able to manage multiple responsibilities with minimal supervision.

We look forward to welcoming a new team member who will contribute to the smooth running of the mail room and overall office operations.