MAIN PURPOSE OF JOB
Pro-actively analyses and performs complex and diverse administrative tasks and manages the reception. Daily activities may include interaction with high-level contacts and exposure to sensitive information requiring considerable use of tact, diplomacy, discretion and judgment.
MAIN JOB DUTIES / RESPONSIBILITIES
Welcoming and looking after designated office visitors in a friendly manner and providing general support to visitors.
Answering calls from the main switchboard and maintaining polite and professional communication via phone, e-mail, and mail
Provides general administrative support including preparing communications, maintaining schedules, assisting with onsite meetings when required.
Compiling and submitting hard copy office corporate expense
Checks and makes minor adjustments to work methods to solve problems that are routine and typically exist in current work processes and systems.
Liaising with, vendor creation and raising payment requisitions for third party suppliers, clients, and other staff for office related purchases.
Update and maintains relevant contact lists
Coordinate office procedures particularly related to staff ID card distribution, new joiner support, fuel cards and other tasks where relevant.
Helping maintain workplace security by issuing and collecting badges / access cards as necessary.
Providing security department support where required.
Manage budget monitoring, analyze and signal anomalies
Liaising with facilities management office to ensure safe and comfortable office environment where required.
Devising and maintaining office systems to deal efficiently with paper flow.
Organizing and storing paperwork, documents and computer-based information.
Work closely with other Business Support Coordinators across the region and collaborating on projects as and when required.
Covering other business support colleagues during busy periods, vacation and sickness.
Manage incoming & outgoing couriers as well as incoming mail / post.
Manage office stationery and supply inventory
Assisting all the employees with general ad-hoc administrative tasks including copying, faxing, preparing meeting and training rooms amongst others where relevant.
KNOWLEDGE / EDUCATION
Knowledge of Microsoft Office Applications (Word, Excel, Access, PowerPoint)
5 years of administrative experience
Electronic meeting / calendar coordination
Budget / cost center management
Advanced communication skills (written & verbal)
Telephone techniques and etiquette
Strong computer skills PowerPoint, Excel, Word and HR Information System.
Excellent written and oral communication skills.
Excellent organizational skills; attention to detail, ability to plan and prioritize.
The ability to work on own initiative and to tight deadlines.
An understanding of confidentiality issues and the use of discretion.
Honesty and reliability.
Ability to multitask.
Posting Date : Jun 9, 2021
Travel : No