Admin Assistant

Main Duties:

Office Administration and Director Assistance

• Provide within budget the office with the required stationary, office supplies, and other material to enable the office to function optimally (for example, by calling for repairs, by maintaining equipment inventories, etc)
• Manage the office staff like driver(s), runner(s), coffee boy(s), cleaning lady and other non-staff professionals like plumber(s), electrician(s) from selecting/contacting the right person to take care of their respective payments.
• Support Managing Director with some payments for gas –electricity –phones -website and others.
• Organise all business travels and some appointments, when required, for Managing Director

Project Management

• Support each Project Team with planning, administration, and tasks coordination during different phases of the project
• Track and report the status of each project to Managing Director on a regular basis and highlight potential risks –agreed solutions.
• Organise meetings for project team, with key stakeholders, with Managing Director, suppliers, and with external consultants when required by project team.
• Follow-up on the actual completion of different project phases and ensure the required invoices are issued to clients in line with contractual agreements

Suppliers management

• Create, keep updated a comprehensive list of all interior design suppliers worldwide with all required contact details and feedback
• Ensure sufficient samples are continually available in the office to support designers
• Organise one weekly meeting with an existent or new supplier to invite the latter to show its products to the whole office team.

Customer Relationship Management

• Ensure GG&Grace is reachable from 9am to 5:30pm every working day
• Be the first contact person for all customers and assist Managing Director in handling customer calls effectively.

Communication and Marketing Administration

• Develop, edit and share the quarterly newsletter of GG&Grace with all required parties.
• Develop, edit and share season greetings with all required parties when requested.
• Maintain, update and further develop the website of GG&Grace.
• Manage consistently all social media channels used by GG&Grace.
• Innovate and leverage new channels to sustain a creative and inspirational communication and marketing approach for GG&Grace.
• Support Managing Director in prospection initiatives.

HR Support

• Track and monitor working time of all staff members on a daily basis.
• Collect, schedule and track holidays of all staff members.
• Source for new potential staff members by contacting universities, and other institutions to build a talent pipeline.
• Develop, edit and advertise the job profiles on the appropriate channels (job sites, social media, website, etc).
• Screen all incoming applications and schedule interviews between potential candidates and Managing Director.
• Manage the administrative aspects of the on-boarding of any new staff member.
• Organise staff gatherings to celebrate special events

In addition, the Business Administration Assistant is expected to support the Managing Director with other requests.