Job Description
Essentially ensure the smooth running of an office on a day-to-day basis and may manage a team of administrative or support staff. Responsibilities typically include:
• Maintain office efficiency by maintaining appearance of common areas, organizing procedures, handling correspondence, managing filing systems, and overseeing supplies and equipment
• Oversee the day-to-day activities of the office as the main point of contact in the reception area, keeping management informed of performance with routine and requested reporting
• Provide direct administrative supports as needed, including scheduling appointments, meetings, and events, booking travel, maintaining filing system, mailing and shipping packages, and updating contact database and employee list
• Oversee and maintain office equipment for uninterrupted function, identify and fulfill office supply needs, maintain and manage vendors, and coordinate food delivery as needed
• Manage all aspects of the office’s space/infrastructure planning (moves, adds, and changes to workstations) and provide answers, resources, and solutions as requested
• Organizing meetings and managing databases
• Booking transport and accommodation
• Organizing company events or conferences
• Ordering stationery and furniture
• Dealing with correspondence, complaints and queries
• Preparing letters, presentations and reports
• Supervising and monitoring the work of administrative staff
• Liaising with staff, suppliers and clients
• Implementing and maintaining procedures/office administrative systems
• Organizing induction programs for new employees
• Using a range of software packages
• Assisting the organization’s hr function by keeping personnel records up to date, arranging interviews and so on.