Specialist - Administration

JOB REQUISITION

LOCATION

ADDITIONAL LOCATIONS

JOB DESCRIPTION

Role & responsibilities

Office Management:

• Oversee the overall office environment to ensure it meets the needs of staff and visitors. This includes space management, maintaining office equipment, and managing technology resources.
• Ensure the office environment is clean, safe, and well-maintained. Coordinate with building management and housekeeping vendors for maintenance, repairs, and utilities.
• Ensure that all aspects of the office are functioning smoothly, from utilities to maintenance requests. Implement and oversee facilities projects such as office renovations or moves.

Travel Management:

• Coordinate domestic and international travel arrangements for employees, including visa processing, ticketing, and accommodations.
• Maintain accurate travel-related data and ensure timely billing and payment.

Vendor Management

• Oversee vendor relationships, ensuring quality service and timely delivery of goods/services.
• Manage contracts and liaise with vendors for office-related supplies and services.

Budget and Expense Management:

• Assist with budget management, prepare regular reports on expenses, and handle procurement of office supplies.
• Monitor expenses directly related to facility management and operational supplies.
• Approve and process invoices for housekeeping and maintenance services.

Staff Supervision:

• Manage the housekeeping staff and other support personnel, ensuring all tasks are completed efficiently and to a high standard.
• Manage relationships with housekeeping vendors and ensure high-quality service delivery.
• Develop a system to monitor and evaluate housekeeping staff performance and accountability.

Event Planning and Coordination

• Execute company events, meetings, and team-building activities as directed by People and Culture teams.
• Coordinate logistics, catering, and arrangements for such events.

Executive Support

• Provide administrative support to the Director (MD) and expatriates, including managing their schedules, travel, and special requirements.

Preferred candidate profile

• Between 4 7 yr, with a minimum of at least 3 yr of administrative experience supporting executive level management in a corporate environment and managing projects and events from pre-planning to execution.
• Self-motivated, proactive and possess good communication skills
• Confident and able to interact with stakeholders locally and overseas
• Possess good analytical skills and with good attention to details
• Should be proficient in Microsoft office
• Exposure to working in a multinational company would be an advantage
• Excellent Interpersonal skills .
• Ability to stick to time constraints and meet deadlines

Protiviti is not licensed or registered as a public accounting firm and does not issue opinions on financial statements or offer attestation services.