- Serve as the point person for office manager duties including Maintenance Mailing Supplies Equipment Bills Errands Shopping
- Schedule meetings and appointments
- Organize the office layout and order stationery and equipment.
- Maintain the office condition and arrange necessary repairs.
- Partner with HR to update and maintain office policies as necessary.
- Organize office operations and procedures.
- Coordinate with IT department on all office equipment
- Ensure that all items are invoiced and paid on time.
- Manage contract and price negotiations with office vendors, service providers and office lease.
- Manage office G&A budget, ensure accurate and timely reporting.
- Provide general support to visitors.
- Address employees' queries regarding office management issues (e.g. stationery, Hardware and travel arrangements)
- Liaise with facility management vendors, including cleaning, catering and security services.
- Conduct research and prepare presentations or reports as assigned
- Plan in-house or off-site activities, like parties, celebrations and conference
Proven experience not less than 5-10 years and holding in the same position for minimum 2 years.Knowledge of Office Administrator responsibilities, systems and proceduresProficiency in MS Office (MS Excel and MS Outlook, in particular)Hands on experience with office machines (e.g. fax machines and printers)Familiarity with email scheduling tools, like Email Scheduler and BoomerangExcellent time administrative skills and ability to multi-task and prioritize work.Attention to detail and problem-solving skills.Excellent written and verbal communication skillsStrong organizational and planning skills in a fast-paced environmentA creative mind with an ability to suggest improvements.Bachelor's degree, additional qualification as an administrative assistant or Executive Secretary will be a plus.Excellent English Language user & French language knowledge.