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Job Description
- Serve as the point person for office manager duties including; Maintenance Mailing Supplies Equipment Bills Errands Shopping
- Schedule meetings and appointments
- Organize the office layout and order stationery and equipment.
- Maintain the office condition and arrange necessary repairs.
- Partner with HR to update and maintain office policies as necessary.
- Organize office operations and procedures.
- Coordinate with IT department on all office equipment
- Ensure that all items are invoiced and paid on time.
- Manage contract and price negotiations with office vendors, service providers and office lease.
- Manage office G&A budget, ensure accurate and timely reporting.
- Provide general support to visitors.
- Address employees' queries regarding office management issues (e.g. stationery, Hardware and travel arrangements)
- Liaise with facility management vendors, including cleaning, catering and security services.
- Plan in-house or off-site activities, like parties, celebrations and conferences
Job Requirements
- Proven experience not less than 8-10 years and holding in the same position for minimum 2 years.
- Knowledge of Office Administrator responsibilities, systems and procedures
- Proficiency in MS Office (MS Excel and MS Outlook, in particular)
- Hands on experience with office machines (e.g. fax machines and printers)
- Familiarity with email scheduling tools, like Email Scheduler and Boomerang
- Excellent time management skills and ability to multi-task and prioritize work.
- Attention to detail and problem-solving skills.
- Excellent written and verbal communication skills
- Strong organizational and planning skills in a fast-paced environment
- A creative mind with an ability to suggest improvements.
- Bachelor's degree, additional qualification as an administrative assistant or Executive Secretary will be a plus.
- Fluent English Language user & French language knowledgeable.
