Job Details
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Job Description
Admin Work:
- Prepare, monitor and control department action plan and budget “Admin, Maintenance, Purchasing”
- Work with accounting department to set budget, monitor costs, and expenses to assist in the budget preparation of the department.
- Supervise day-to-day related tasks of the administrative department and staff members.
- Develop and maintain a filing system, implement new procedures and administrative systems.
- Typing, preparing and assembling reports or any requested letters, contracts and memos and coding documents.
- Answering calls, taking messages, handling correspondence, maintaining diaries and arranging appointments for the CEO
- Maintain departments schedule, update event calendars; schedule appointments, conferences, and teleconferences.
- Manage daily/weekly/monthly agendas, arrange meetings and taking minutes.
- Coordinate with the operations department to book meeting rooms for internal meetings for all departments.
- Maintain office services by organizing admin work, Mailing; clerical functions and organizing missions outside the company through the messenger/courier.
- Booking of airline tickets, organize travel and accommodation for staff for any business meeting.
- Manage, train and evaluate his/her team.
- Any additional administrative work in the scope of the company can be requested.
Maintenance:
- Work collaboratively with all departments to implement Maintenance policies and procedures to maintain the appropriate quality of services.
- Responsible and accountable for the maintenance of facilities and office equipment including machines, printers, AC etc. (either personally initiated or through subordinates)
- Responsible for the way equipment runs and looks and for the costs to achieve the required level of performance
- Communicate with competent offices and technicians to repair any malfunctions in any device or machine.
- Follow up the repair of anything related to plumbing, carpentry, and electricity in the office.
- Follow-up on a regular basis to ensure the safe and efficient operation of equipment and machinery.
Purchasing:
- Work collaboratively with all departments to implement procurement strategies and methodologies and maintain the appropriate quality of goods and services.
- Review supply requisitions to ensure adherence to quality and procedures.
- Manage office purchases, orders cycle with attention to budgetary constraints.
- Ordering stationery and all office supplies.
- Contact vendors to be aware by the pricing of any office supplies, cleaning tools, stationery, and any other services to determine a list of possible vendors.
- Evaluate offers and compare prices and quotations.
- Negotiate contracts for the supply of goods and services so as to minimize the total cost.
- Conduct a market survey to rate contracts, proposals and all data of prices to identify early suppliers for company services and needs.
- Work closely with potential suppliers to ensure effective support.
- Negotiate and executes contracts with the vendors as per criteria of quality, cost, and delivery.
- Maintain database of all prices approved as a record and keep track of changes in prices frequently and updates.
Job Requirements
- Any High bachelor’s degree; preferable to be in commerce.
- From 5 – 7 years professional working experience.
- Proven experience in the administration and purchasing fields
- Knowledge of office administrator responsibilities, systems, and procedures.
- Very Good in English language is a must.
- Proficiency in MS Office (MS Excel, Word, and PowerPoint).
- Excellent time management skills and ability to multi-task and prioritize work.
- Attention to details and problem-solving skills
- Excellent written and verbal communication skills
- Strong organizational and planning skills
- Excellent analytical skills with attention to details.