Office Administrator
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As an Office Administrator, you will be managing our office infrastructure, cash expenses, bill keeping, vendor management, assets setup and maintenance, supporting other teams to organize events, conduct meetings & conferences. You will be performing bookkeeping functions, managing housekeeping staff, keeping inventory records, and reloading office supplies as needed.
Experience: 2 - 3 Years
Responsibilities
Internal Office Administration
- Maintain office infrastructure and ensure its proper functioning by coordinating repairs, maintenance, and renovations as needed.
- Effectively keep a track of the maintenance activities, schedules, and service contracts to ensure timely and efficient upkeep.
- Manage office cash expenses, keeping a meticulous record of all expenses, bills, and invoices.
- Submit required bills and invoices to the auditing team in a timely manner for financial reconciliation and reporting.
- Manage relationships with vendors, including negotiating contracts, pricing, and terms.
- Source and evaluate potential new vendors to ensure cost-effectiveness and quality of services or supplies.
- Assist other teams in organizing events, meetings, conferences, and travel arrangements, including booking venues, accommodations, and transportation.
- Coordinate logistics, prepare materials, and provide on-site support for events and meetings.
- Manage office essentials and pantry items, ensuring that all items are well-stocked and replenished as needed.
- Monitor inventory levels, place orders, and maintain relationships with suppliers.
- Manage outsourced jobs ensuring they are completed on time, within budget, and to the desired quality standards.
Office & IT Asset Management
- Ensure the management and maintenance of Office & IT assets and inventory for optimal business performance.
- Maintain accurate records of Office & IT assets, track their usage, and coordinate repairs or replacements as required.
- Develop an efficient system for tracking and allocating the assets to employees.
- Conduct periodic audits to ensure proper asset management and prevent loss or misuse.
WP! & Sys Support Works
- Provide support to the system admin team for any requirements or tasks needed to maintain the office's technology infrastructure.
- Support and troubleshoot internal systems PCs, Laptops, LAN, Wi-Fi, WAN, Internet, Firewalls, and other hardware devices when required.
- Follow up with clients for prompt renewals of WP payments every month.
- Supporting WP team for prompt renewal of WP! accounts with respective vendors and update records.
Required Skills
- Good experience in office infrastructure administration.
- Good M365 skills, including proficiency in Excel, Word, and PowerPoint.
- Good English communication and email writing skills.
- Strong organizational skills and attention to detail.
- Strong interpersonal & customer relationship skills.
- Troubleshooting & problem-solving skills.
- Negotiation skills for vendor contracts and relationships.
- Familiarity with office equipment and technology, including IT assets.
- Strong analytical and decision-making skills.
- Documentation skills.
- Risk management skills.