Administrative Assistant (Administration & Office Support)

Primary Responsibilities:

• Security Oversight: Liaise with security personnel to ensure office premises remain secure at all times. Address any security concerns promptly and efficiently.
• Office Maintenance: Oversee daily office maintenance and cleanliness by coordinating with cleaning staff, contractors, and maintenance teams. Ensure that all facilities (lighting, air conditioning, plumbing, etc.) are functioning properly.
• Contractor Coordination: Act as the primary point of contact for contractors handling office repairs, renovations, and other facility-related work. Ensure that all jobs are completed on time and within budget.
• Office Supplies Management: Monitor and manage office supplies, ensuring that necessary items (e.g., stationery, kitchen supplies) are always in stock. Place orders and maintain inventory records.
• Incoming/Outgoing Mail: Handle all incoming and outgoing mail and packages. Ensure that mail is distributed to the appropriate recipients and that outgoing mail is dispatched in a timely manner.
• Courier Coordination: Arrange and track courier services for important or time-sensitive documents and packages, both domestic and international. Maintain records of all deliveries and ensure that couriers meet deadlines.
• Asset Inventory: Maintain an up-to-date register of all company assets, ensuring that they are properly tagged, logged, and tracked. Regularly update the asset management system to reflect new acquisitions or disposals.
• Asset Maintenance: Ensure that all company assets, including office equipment and furniture, are well-maintained and in good working condition. Arrange for repairs or replacements as needed.
• Asset Audits: Conduct periodic asset audits to verify the location and condition of all company property. Address any discrepancies in a timely manner.
• Booking & Scheduling: Manage the booking system for meeting rooms, ensuring that reservations are accurately recorded and rooms are available when needed. Coordinate with teams to resolve scheduling conflicts.
• Room Preparation: Ensure that meeting rooms are fully equipped and prepared in advance for scheduled meetings. This includes arranging seating, setting up audiovisual equipment, and ensuring that video conferencing tools are operational.
• Post-Meeting Maintenance: Oversee the tidying and resetting of meeting rooms after use, ensuring that they are ready for subsequent meetings.

Secondary Responsibilities:

• Filing and Documentation: Assist in the organization and maintenance of office filing systems, both physical and digital. Ensure that all records are filed in an orderly manner and are easily accessible when needed.
• Clerical Duties: Provide general clerical support, including photocopying, scanning, and preparing documents as requested by management.
• Policy Adherence: Ensure that office policies and procedures are adhered to by all employees, and assist in enforcing office protocol.
• Event Coordination: Assist in the planning and coordination of office events, meetings, and celebrations. Ensure that logistical arrangements, such as catering and venue setup, are handled smoothly.
• Cross-Departmental Support: Provide assistance to other departments as required, such as supporting HR with administrative tasks or assisting the finance team with document preparation.
• Ad-Hoc Tasks: Be adaptable to handle any other business-related duties or unforeseen tasks that may arise, ensuring that office operations remain efficient and uninterrupted.