Administrative Affairs Officer

Bachelor of Business Administration(Management)

Nationality: Any Nationality

Vacancy: 1 Vacancy

Job Type: Full-time

Job Summary:

The Administrative Affairs Officer is responsible for managing and overseeing all administrative operations related to office functions, company facilities, and employee needs. This includes supervising housing and transportation, managing bills, overseeing cleanliness, hospitality, office supplies, and handling the onboarding and offboarding processes of employees. The role requires collaboration with various departments to ensure efficient daily operations and support senior management in executing administrative tasks.

Qualifications:

• Bachelor's Degree in Business Administration, Management, or a related field.
• 3 to 5 years of experience in an administrative or office support role.
• Fluent in English both written and verbal communication is essential.
• Strong organizational and time-management skills with the ability to multitask effectively.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to work independently and as part of a team in a fast-paced environment.

Key Responsibilities:

Facility and Service Management:

• Supervise the cleanliness and maintenance of company facilities (offices, restrooms, meeting rooms, etc.).
• Ensure meeting rooms are ready for meetings or events.
• Monitor maintenance contracts and service providers.
• Ensure compliance with occupational health and safety standards for all facilities.
• Manage utility bills (electricity, water, internet, mobile phones, etc.) to ensure seamless operations.
• Coordinate facility rental payments with the finance department.

Employee Housing and Transportation:

• Oversee the provision of suitable housing for employees, ensuring it meets required standards.
• Handle maintenance issues and resolve infrastructure problems in employee housing.
• Organize transportation for employees between their accommodation and work sites.
• Coordinate airport pick-up and drop-off for new hires and departing employees.
• Review company vehicle maintenance, coordinating service schedules with the fleet management team.
• Ensure proper documentation for vehicle receipt and condition for employees.
• Manage authorizations on the "Tam" platform in collaboration with the operations officer.

Office Supplies and Equipment Management:

• Monitor the supply and stock of office tools, stationery, and cleaning materials.
• Oversee regular inventory checks and ensure all items are replenished.
• Supervise the cleaning staff and ensure the cleanliness of all company facilities.

Travel and Booking Coordination:

• Coordinate flight bookings for new employees and those leaving the company, in collaboration with the finance department.
• Organize travel arrangements including transport to and from airports.

Coordination with Other Departments:

• Human Resources:
• Assist HR with preparing office spaces for new employees.
• Coordinate office workspaces and equipment setup for new hires.
• Assist with the offboarding process related to office equipment, housing, and transportation.
• Government Relations:
• Monitor residency permits and visa processes for employees.
• Ensure compliance with local regulations concerning company facilities and properties.

Hospitality Duties:

• Oversee daily hospitality services (coffee, tea, water) for employees.
• Ensure the availability of kitchen and buffet supplies.
• Supervise hospitality arrangements for guests and visiting delegations.

Reception Duties:

• Oversee receptionist duties and ensure proper visitor management.
• Ensure visitors are registered, and their schedules are properly tracked.
• Direct visitors to relevant company departments as required.
• Negotiate with suppliers to obtain the best prices and quality.
• Monitor and renew supplier and service contracts.
• Prepare purchase requests related to administrative needs and track deliveries.

Daily Operations Management:

• Monitor attendance and ensure daily tasks are executed efficiently.
• Generate periodic reports regarding administrative operations and company needs.
• Support senior management and the Administrative Affairs Manager in special administrative assignments.

Problem-Solving:

• Address and resolve any issues or complaints related to administrative services, housing, or hospitality.
• Provide quick and effective solutions to ensure smooth operations.

Skills:

• High organizational and administrative skills.
• Strong time-management and prioritization abilities.
• Excellent written and verbal communication skills.
• Negotiation skills with suppliers and service providers.
• Knowledge of labor laws and occupational health and safety regulations.
• Proficiency in basic computer programs and facility management software.

Reporting Relationships:

• Directly reports to the Administrative Affairs Manager.
• Interaction with HR, Government Relations, Finance, and other relevant departments for smooth operations.
• Office-based work with occasional field visits when necessary.
• Continuous communication with suppliers and service.

Company Industry: IT - Software Services

Department / Functional Area: Administration