A candidate for the Office and Administrative Coordinator position should have a Bachelor’s degree in Business Administration, Information Technology, or a related field, with at least 5 years of experience in office administration or IT management. They should possess proficiency in office software, strong IT skills, and familiarity with IT infrastructure and security. The candidate must demonstrate excellent organizational, multitasking, and problem-solving abilities, as well as experience in travel and event coordination and vendor relationship management. Strong communication, interpersonal, leadership, and management skills are essential, along with the ability to work independently and handle various administrative and IT tasks. Knowledge of health and safety regulations, experience in managing inventory and office supplies, and flexibility to take on additional responsibilities are also required.
Office Management:
- Oversee daily office operations ensuring efficiency.
- Manage inventory and order office supplies.
- Coordinate maintenance and repairs for office equipment and facilities.
- Organize office layout and seating arrangements for new employees.
- Support planning of company events, meetings, and conferences.
- Handle incoming and outgoing correspondence.
- Ensure compliance with health and safety regulations.
- Maintain office cleanliness and professional atmosphere.
- Check and open company letterbox daily.
- Renew office's monthly season parking.
- Maintain telephone directory and employee contact list.
- Arrange courier services.
- Order and manage pantry supplies, stationery, and birthday cakes.
- Maintain and send employee birthday messages.
Administrative Support:
- Provide administrative support to the Managing Director.
- Handle employee visa applications and prepare invitation letters for visiting colleagues.
- Prepare and edit documents, reports, and presentations.
- Coordinate travel arrangements and itineraries for employees.
- Take charge of travel and hotel bookings.
- Arrange lunch for monthly management meetings.
- Register new joiners' thumbprints and deactivate leavers.
- Manage vendor relationships and office vendor/supplier list.
- Requisition name cards.
- Maintain office service contracts (e.g., broadband, mobile line, lease).
- Source and book training/event locations.
IT Management:
- Oversee IT infrastructure to ensure optimal performance and security.
- Support installation, configuration, and maintenance of hardware and software.
- Troubleshoot and resolve IT-related issues, providing technical support to employees.
- Coordinate with external IT service providers and vendors.
- Assist with IT setup during quarterly townhalls.
- Assist with new laptop setup for new employees and software removal for old laptops.
- Set up new joiner telephone lines and business mobile contracts.
