Summary of responsibilities
Guest Management
Maintaining professional, clean, and welcoming office facilities for external and internal meetings.
Coordinate desk setups for overseas visitors and new joiners
Administration of all access passes for new joiners and visitors.
Welcoming visitors/ guests and providing refreshments
Organize contractors / vendors appointments
Answer and manage multi-line telephone system
Attend to all courier and dispatch requirements for both incoming as well as outgoing posts
Office Administration
Coordinate bookings of meeting rooms and maintain overall cleanliness of the meeting rooms and reception area.
Maintain supplies of the Office Pantry, corporate stationery and business cards
Ensuring that the pantry area is well stocked and tidy
Liaising with building management on facilities issues as required
Maintaining office documentation & filing of corporate & trade agreements
Assist with organising of office social events, staff engagement activities, training, meetings and events.
Assisting with non-confidential HR paperwork as required
Travel Administration
Assisting with office travel and accommodation arrangements at comparative prices and within the company group policy guidelines
Assisting with the documentation required for visa application for all visitors and staff travelling
Administration of Senior Commercial and management business expenses as required.
Finance Administration
- Prepare and assist with intercompany reconciliations
- Assist with coordinating and sending bunker delivery notes
- Any other ad-hoc duties as assigned.
- Skills and experience
Essential:
Strong attention to detail;
Highly organised;
Uses initiative;
Experience in making travel arrangements;
Resourceful.
