Description
Responsibilities
Manage a fast-paced office with a dynamic team, overseeing all aspects of office administration.
Supervise and coordinate administrative support staff, receptionists, cleaners and facility vendors.
Oversee operations of the front office, overall office administration and corporate services ensuring maintenance of structure, performance management, and professionalism.
Manage health insurance administration as well as handling correspondence for matters such as employee death, accidents, or emergencies.
Oversee employee, onboarding/offboarding and training and development.
Be the first point of contact for all employee queries and documentation requests.
Organise staff events.
Manage correspondence, complaints and queries.
Prepare letters, presentations and reports.
Manage office budgets including OPEX and CAPEX, with periodical reporting as required.
Constant vendor monitoring to ensure that value for money is achieved at every possible time, without compromising quality.
Manage quality of work by vendors and facility maintenance contracts.
Maintain a robust contact list of CS-related vendors and ensure all contracts are valid and renewed when due.
Maintain a robust database of client/stakeholder information, and ensure engagement on special occasions.
Prepare and submit regular reports and updates to the COO
Ensure relevant administrative documents are filed in the in-house cloud system.
Ensure that health and safety policies are up to date.
Requirements
Hard skills and experience:
Minimum Bachelor’s Degree in any field from a reputable institution;
At least 8 years of experience in office management.
Experience in file management and sorting.
Experienced in organizing teams to deliver common goals
Ability to follow scheduled work plan and maintain
Strong in communicating.
Excellent reporting skills
Soft skills:
Demonstrated abilities in managing internal and external stakeholders including but not limited to employees, senior management, vendors and counterparties.
Mature, pragmatic and flexible approach.
Good written and verbal communication skills;
Good attention to detail;
Rigorous and organized approach; and
Hands-on, ready to roll up the sleeves.
Personal characteristics:
High energy;
Self-driven
Result-oriented;
Strong work ethic;
Ability to work effectively under pressure; and
Team player with good interpersonal skills.
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