Office Coordinator

Administration

Carry out administrative duties to include but not limited to:

·         Maintain professional appearance of reception desk and lobby area

·         Manage the reception area, serving as the first point of contact for guests, employees, job candidates, and providers

·         Greet all guests and visitors to the organization professionally and assist with queries or requests when necessary

·         Answer all incoming calls, emails and messages and follow up accordingly on pending matters

·         Maintain a polite, concise, prompt and effective communication with internal and external customers

·         Scan documents, printing, copying, and electronic filing as needed/requested

·         Book meeting rooms, prepare meeting room as required, and escort visitors to meetings

·         Assist in the planning of office events and summits

·         Ensure office is clean and safe, organize any maintenance and preventive work on furniture and building

·         Ensure Health & Safety processes are in place, accessible to all staff to read, ensure Health & Safety training are carried out on a regular basis to cover: fire, flood, earthquake, evacuation, first aid

·         Ensure the office provides fire extinguishers, first aid kits, and has properly marked emergency exits

·         Develop and implement clear policies and detailed processes related to various administrative duties, as required

·         Execute any additional administrative duty assigned by HR and/or Managers.

·         Consistently uphold professionalism and confidentiality in all interactions and tasks

Purchasing & Vendor Relationship

·         Purchase office supplies and kitchen supplies

·         Ensure the timely and cost-effective acquisition of goods and services necessary for the company’s daily operations

·         Manage the procurement process from requisition to ordering to delivery. Ensure payments are processed in a timely manner, and ensures purchases are within budgets and are approved

·         Responsible to review and negotiate all contractual agreements as well as managing the company’s ongoing supplier relationships

·         Establish and maintain good relations with all current and new vendors and business partners, ensuring the company is represented positively through effective relationship management

·         Assist with the quarterly purchasing budgets and monitors cost and expenses to ensure adherence

·         Monitor the inventory of office supplies, coffee stations supplies, and cleaning supplies

Travel

·         Book travel following the travel policy and process, book travel within budget

·         Book flights, accommodation, and transportation as required

·         Manage internal travel arrangements for relocations, new employees from abroad or visitors such as flights, accommodation, taxis, and authorization letters while ensuring the company’s travel policy is applied

·         Compile and submit a monthly travel report, including any travel credits

·         Assist in organizing the arrival of visitors to the office

Requirements

·         Intermediate to advanced English level (B2+)

·         Professional with a friendly and positive disposition (customer service experience will be a plus)

·         Hard worker and a proactive problem solver

·         Proven high level experience in office administration, minimum of 3 years’ experience

·         Excellent organization skills and multi-tasking abilities, with high attention to detail

·         Advanced understanding of corporate administrative functions, policies, and systems

·         Familiarity with financial budgeting and project management principles is a plus

·         Experience in building clear policies and develop detailed processes, understanding of office management procedures and company policies

·         Proficiency in Microsoft Office (Word, Excel, and PowerPoint) and travel booking systems

·         Demonstrated ability to manage multiple tasks efficiently and effectively, with excellent time management skills

·         Strong written and verbal communication skills, with exceptional attention to detail and effective follow-through

·         Proven ability to prioritize tasks, set, and achieve both individual and team goals

·         High degree of initiative and commitment to supporting team goals and departmental needs

·         Commitment to providing exceptional service to “clients” and support to staff members

·         Ability to maintain confidentiality under all circumstances

·         Ability to anticipate departmental needs and proactively address them

·         Strong decision-making and problem-solving abilities

·         Responsible attitude, punctual, and dependable, with a flexible and adaptable approach to tasks

·         Ability to follow instructions and respond efficiently to management directions

·         Due to the nature of the duties of this role, WFH is not applicable for this position.

·         Intermediate to advanced English level (B2+)

·         Professional with a friendly and positive disposition (customer service experience will be a plus)

·         Hard worker and a proactive problem solver

·         Proven high level experience in office administration, minimum of 3 years’ experience

·         Excellent organization skills and multi-tasking abilities, with high attention to detail

·         Advanced understanding of corporate administrative functions, policies, and systems

·         Familiarity with financial budgeting and project management principles is a plus

·         Experience in building clear policies and develop detailed processes, understanding of office management procedures and company policies

·         Proficiency in Microsoft Office (Word, Excel, and PowerPoint) and travel booking systems

·         Demonstrated ability to manage multiple tasks efficiently and effectively, with excellent time management skills

·         Strong written and verbal communication skills, with exceptional attention to detail and effective follow-through

·         Proven ability to prioritize tasks, set, and achieve both individual and team goals

·         High degree of initiative and commitment to supporting team goals and departmental needs

·         Commitment to providing exceptional service to “clients” and support to staff members

·         Ability to maintain confidentiality under all circumstances

·         Ability to anticipate departmental needs and proactively address them

·         Strong decision-making and problem-solving abilities

·         Responsible attitude, punctual, and dependable, with a flexible and adaptable approach to tasks

·         Ability to follow instructions and respond efficiently to management directions

·         Due to the nature of the duties of this role, WFH is not applicable for this position.

·         Intermediate to advanced English level (B2+)

·         Professional with a friendly and positive disposition (customer service experience will be a plus)

·         Hard worker and a proactive problem solver

·         Proven high level experience in office administration, minimum of 3 years’ experience

·         Excellent organization skills and multi-tasking abilities, with high attention to detail

·         Advanced understanding of corporate administrative functions, policies, and systems

·         Familiarity with financial budgeting and project management principles is a plus

·         Experience in building clear policies and develop detailed processes, understanding of office management procedures and company policies

·         Proficiency in Microsoft Office (Word, Excel, and PowerPoint) and travel booking systems

·         Demonstrated ability to manage multiple tasks efficiently and effectively, with excellent time management skills

·         Strong written and verbal communication skills, with exceptional attention to detail and effective follow-through

·         Proven ability to prioritize tasks, set, and achieve both individual and team goals

·         High degree of initiative and commitment to supporting team goals and departmental needs

·         Commitment to providing exceptional service to “clients” and support to staff members

·         Ability to maintain confidentiality under all circumstances

·         Ability to anticipate departmental needs and proactively address them

·         Strong decision-making and problem-solving abilities

·         Responsible attitude, punctual, and dependable, with a flexible and adaptable approach to tasks

·         Ability to follow instructions and respond efficiently to management directions

·         Due to the nature of the duties of this role, WFH is not applicable for this position.