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Job Description
- Point person for maintenance, mailing, shipping, supplies, equipment, bills and errands
- Organize and schedule meetings and appointments
- Partner with HR to maintain office policies as necessary
- Organize office operations and procedures
- Coordinate with IT department on all office equipment
- Manage relationships with vendors, service providers and landlord, ensuring that all items are invoiced and paid on time
- Manage contract and price negotiations with office vendors, service providers and office lease
- Provide general support to visitors
- Responsible for creating PowerPoint slides and making presentations
- Manage executives’ schedules, calendars and appointments
- Responsible for managing office services by ensuring office operations and procedures are organized, correspondences are controlled, filing systems are designed, supply requisitions are reviewed and approved and that clerical functions are properly assigned and monitored
- Establish a historical reference for the office by outlining procedures for protection, retention, record disposal, retrieval and staff transfers
- Ensure office efficiency is maintained by carrying out planning and execution of equipment procurement, layouts and office systems
- Responsible for developing and implementing office policies by setting up procedures and standards to guide the operation of the office
- Ensure that results are measured against standards, while making necessary changes along the way
- Allocate tasks and assignments to subordinates and monitor their performance
- Perform review and analysis of special projects and keep the management properly informed
- Participate actively in the planning and execution of company events
- Allocate available resources to enable successful task performance
- Coordinate office staff activities to ensure maximum efficiency
- Ensure security, integrity and confidentiality of data
- Coordinate schedules, appointments and bookings
- Review and approve office supply acquisitions
- Maintain a safe and secure working environment
Job Requirements
- Proven office management, administrative or assistant experience
- Knowledge of office management responsibilities, systems and procedures
- Excellent time management skills and ability to multi-task and prioritise work
- Attention to detail and problem solving skills
- Excellent written and verbal communication skills
- Strong organizational and planning skills
- Proficient in MS Office
- Knowledge of business and management principles
- Computer skills and knowledge of office software packages
- Fluent English
- maximum age 30
