Job Description

The candidate must have strong Office Management skills, with good understanding of organizational needs. The ideal candidate will be able to professionally operate with senior officers and team members alike. A self-motivated team player, this person will be proactive and committed to delivering on time and working across teams, departments and silos.

 

Key Responsibilities:

  • Well versed with Excel and PowerPoint
  • Open to learn departments/operation
  • Main Office Services
  • Arranging IT equipments such as computer/laptops/ emails
  • Maintaining IT/Telephone/Mobile inventories
  • Monitoring Conveyance Claims made by employees, verification of bills & approval for the payment (including vendors)
  • Maintaining office supplies (stationary, cartridges etc) & coordinating with vendors
  • Ensuring that the office discipline and cleanliness is maintained
  • Liaise with other agencies, organizations and groups
  • Minute key meetings
  • Supervise office support staff
  • Assign and monitor clerical and secretarial functions
  • Provide on the job and other training opportunities
  • Supervise staff
  • Evaluate staff performance
  • Communications and Co-ordination
  • Bring to the notice of employees any important/urgent email with a deadline’s
  • Coordinate and arrange for meetings related to office administration
  • Coordinate with different office locations as needed
  • Design and implement communication programs for the continual improvement of the organization
  • Travel, Hospitality and Social activities
  • Extend all necessary hospitality and looking after guests / visitors
  • Maintain all travel records, assist in STA, Business Trips, Passport / VISA and Ticket arrangements
  • In-house accommodation management and co-ordination with employees
  • Maintain office efficiency
  • Plan and implement office systems, layout and equipment procurement
  • Maintain and replenish inventory
  • Check stock to determine inventory levels
  • Anticipate needed supplies
  • Verify receipt of supply
  • Strong communication and influencing skills
  • Strong sense of ownership and accountability for work
  • Strong understanding of Office Management and it’s nuances
  • Ability to create and work with conflicting priorities
  • Ability to works across teams in an egalitarian environment
  • Ability to work with senior business leaders
  • Experience working with & across geographically dispersed teams, specially team(s) in New York, Hong Kong, Australia
  • Ability to maintain a high level of accuracy in preparing and entering information
  • Very effective organizational skills
  • Computer skills including MS Office suite at a highly proficient level
  • Excellent interpersonal and team building skills
  • Strong analytical and problem solving skills
  • Attention to detail and high level of accuracy
  • Excellent presentations skills: ability to communicate in a clear and concise manner; individually or in front of a group