Administrative Responsibilities - Lead office administrative and organizational tasks.
- Devise systems & processes for internal communication organization and filing
- Supervise all outgoing and incoming packages
- Keep office entrance, conference room and kitchen areas neat and orderly as needed.
- Greet & welcome office visitors (including offering them refreshments, showing them to the meeting room, settling them in)
- Deal with unplanned visitors such as Gas company readings, electricity metre readings, courier deliveries)
- Managing the attendance and service delivery of all service personnel (Cleaner, newspaper deliveries, Building doorman, IT maintenance)
- Manage office supplies (kitchen, stationery, cleaning tools, etc)and any office maintenance requirements (plumber, electrician, carpenter)
- Schedule appointments as determined by priority
- Coordinate travel schedules, arranging meetings and teleconferences
- Filter all telephone calls, mail and email; dispersing and handling as appropriate.
- Receive, photocopy, distribute, and file a variety of incoming and outgoing correspondence and reports.
- Responsible for all incoming and outgoing mail and correspondence including but not limited to incoming email enquiries received to finance / info emails (ensure they are fwded by Talent360), courier deliveries, etc.
- May be responsible for taking and distributing internal meeting minutes.
- Provide relevant data, information, and back-up support materials to assist teams with day to day operations, as requested.
Financial Responsibilities - Manage office petty cash spending and documentation
- Assume book-keeping, finance, procurement and accounting tasks; Manage accounts payables and receivables
- Liaison with all office service providers and stakeholders.
- Supplier management including supplier database, identifying and qualifying new vendors, payments and collection.
- Responsible for the submission of staff expense reports in a timely manner.
- All communication and required actions for tax filings, reports and actions with auditors
Team Communication & Alignment: - Work closely with the all departments to manage their requests and set priorities across departments
- Collect and analyze requests from all departments, assessing their urgency, alignment with organizational goals, and resource availability.
- Organize and facilitate cross-departmental meetings and workshops, fostering open communication and team building
Human Resource Responsibilities - Be the main POC for the HR advisor, and action any needed tasks with them, reminders, follow up
- Assist with candidate screening, scheduling interviews, coordinating with candidates
- Office parties and celebrations for birthdays and other occasions
- Gifting for media / partners as instructed by the teams (gift selection, purchase, delivery)
- Conceptualize, organize and schedule company retreats and workshops
- Social Insurance monitoring, management and payment schedules, and ensuring document filing for all forms, inc 1,2,6, Form 111, etc.
Client Relations Responsibilities - Coordinate office scheduling and appointments
- Greet all clients and visitors
- Manage and source gifting for clients, media, influencers and partners
Tool Utilization - Utilize all tools effectively including Google Drive, Invoicing portal, corporate stacks and Timesheets.
- Performs other duties as required.
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