Key Responsibilities:
1. Office Administration and Support
- Oversee daily office operations to ensure a professional and efficient work environment.
- Coordinate with internal departments to provide administrative support for meetings, events, and other activities.
- Manage office maintenance, including utilities, cleanliness, and facilities upkeep.
- Ensure timely payment of utility bills, lease agreements, and service contracts.
2. Vendor Management and Relations
- Identify, evaluate, and maintain strong relationships with vendors and service providers.
- Negotiate contracts and service agreements to secure cost-effective and quality services.
- Monitor vendor performance and resolve any service-related issues.
- Regularly assess the market for competitive pricing and service quality.
3. Procurement and Purchasing
- Manage the end-to-end procurement process, including requisition, vendor selection, and purchasing.
- Ensure compliance with company procurement policies and budgetary constraints.
- Maintain accurate records of purchases and payment approvals.
- Work closely with finance and other departments to ensure timely procurement of goods and services.
4. Ensuring Office Security
- Supervise and monitor office security measures, including surveillance systems and access control.
- Liaise with security service providers to ensure the safety of employees, assets, and premises.
- Conduct periodic audits of security protocols and implement improvements as needed.
5. Inventory Management
- Manage office supplies inventory to ensure optimal stock levels at all times.
- Conduct regular inventory audits to track and control usage.
- Implement effective inventory tracking systems and maintain accurate records.
6. Support Staff Management
- Supervise support staff, including housekeeping, drivers, and security personnel.
- Provide clear job instructions, monitor performance, and ensure a high standard of service.
- Organize training and development programs for support staff as needed.
- Address any grievances or issues promptly and professionally.
7. Outdoor Travel Management
- Plan and coordinate travel arrangements for employees, including transportation, accommodation, and itineraries.
- Manage relationships with travel agencies and transportation providers to ensure cost-effective and quality service.
- Handle travel-related documentation, including approvals, reimbursements, and compliance with company policies.
What will make you standout:
- Capacity to handle diverse responsibilities and respond effectively to dynamic organizational needs.
- Proven ability to manage and motivate support staff, fostering a positive and productive work environment.
- Meticulous approach to managing inventory, contracts, and compliance documentation.
- Expertise in securing favorable terms with vendors while maintaining quality and cost-effectiveness.
- Excellent networking and vendor management abilities.
