About The Company
Our client is a leading software provider across the region. With offices across the globe, they aim to aid businesses in their digital transformation journey through cutting-edge technology products. As business activities continue to pick up, they are currently seeking an Administrative Specialist to join their team.
Your Future Role:
Reception
- To be the first point of contact for all visitors, calls/faxes and to redirect calls to the relevant departments
- To manage the company post, ensuring that all post is collected daily and on time, special/recorded delivery items are sent correctly
- Procure postal and courier services as and when required
Travel Desk
- Book travel arrangements including flights, train tickets, hotels, rental cars etc. for local and international staff
- Coordinate multi-day itineraries and travel arrangements for international staff, liase with their department and act as first point for the visitor
- Book travel arrangements for clients and candidates (internal interviews)
Office Administration
- To ensure the smooth running of the office.
- Ordering office stationery and other general office supplies (e.g. water, coffee) and equipment and ensuring supplies are kept at an optimum level.
- Update email groups, provide office related communications (e.g. parking, changes in office etc)
- Organize and coordinate internal events, like quarterly events and trainings
- Other administrative duties as required
- Liase with facility manager, e.g. regarding office lease paperwork, rental of parking spaces etc.
- Maintain lists for office keys, sim-cards, parking cards etc.
- To be responsible for facilities management including the organization/supervision of office maintenance, repair work and cleaning contractors.
- To be responsible for health and safety for the office, and fire evacuation procedures.
Finance
- Scanning local invoices, obtain approval and sending to SSC
- Archiving of invoices and expense reports
- AR collection support on case to case basis
- Support Finance team for all overdue invoices and credit issues.
- Ensure communication between cross-functional departments to ensure backlog invoices are paid or identify issues with customers
Sales Administration / Legal
- Support sales team with contract archiving (e.g. when physical copies need to stay in country) & ensure contracts are countersigned and copies sent to customer and stored in Contracts repository, depending on country organisation
- Support required levels of communication with other internal members to ensure orders are booked through to invoicing.
- Onboard Process for New Employees: Communication to all govt departments, ordering SW/HW Infrastructure, SIM Card, Health Insurance process, Access Keys, Stationery, together with HR
Requirements:
- At least 2 years relevant experience in business operations, administrative work and travel arrangements
- Excellent command of written and spoken English
- Knowledge and ability to use proficiently standard office computer software, including word processing, databases and spreadsheets
- Ability to demonstrate trust and confidentiality in the provision of administrative support
- Well-developed time management skills and the ability to prioritize
EA Licence: 17C8713
