Manages office infrastructure, expenses, invoices, vendors, supplies, inventory, events, outsourced services, and office and IT assets. Maintains asset records, coordinates repairs and replacements, conducts audits, and supports system administrators with internal technology troubleshooting. Also follows up on monthly payment and account renewals while maintaining accurate documentation and records.
As an Office Administrator, you will be managing our office infrastructure, cash expenses, bill keeping, vendor management, assets setup and maintenance, supporting other teams to organize events, conduct meetings & conferences. You will be performing bookkeeping functions, managing housekeeping staff, keeping inventory records, and reloading office supplies as needed.
Experience: 2 – 3 Years
Responsibilities:
Internal Office Administration:
- Maintain office infrastructure and ensure its proper functioning by coordinating repairs, maintenance, and renovations as needed.
- Effectively keep a track of the maintenance activities, schedules, and service contracts to ensure timely and efficient upkeep.
- Manage office cash expenses, keeping a meticulous record of all expenses, bills, and invoices.
- Submit required bills and invoices to the auditing team on time for financial reconciliation and reporting.
- Manage relationships with vendors, including negotiating contracts, pricing, and terms.
- Source and evaluate potential new vendors to ensure cost-effectiveness and quality of services or supplies.
- Assist other teams in organizing events, meetings, conferences, and travel arrangements, including booking venues, accommodations, and transportation.
- Coordinate logistics, prepare materials, and provide on-site support for events and meetings.
- Manage office essentials and pantry items, ensuring that all items are well-stocked and replenished as needed.
- Monitor inventory levels, place orders, and maintain relationships with suppliers.
- Manage outsourced jobs ensuring they are completed on time, within budget, and to the desired quality standards.
Office & IT Asset Management:
- Ensure the management and maintenance of Office & IT assets and inventory for optimal business performance.
- Maintain accurate records of Office & IT assets, track their usage, and coordinate repairs or replacements as required.
- Develop an efficient system for tracking and allocating the assets to employees.
- Conduct periodic audits to ensure proper asset management and prevent loss or misuse.
WP! & Sys Support Works:
- Provide support to the system admin team for any requirements or tasks needed to maintain the office's technology infrastructure.
- Support and troubleshoot internal systems PCs, Laptops, LAN, Wi-Fi, WAN, Internet, Firewalls, and other hardware devices when required.
- Follow up with clients for prompt renewals of WP payments every month.
- Supporting WP team for prompt renewal of WP! accounts with respective vendors and update records.
Requirements
- Good experience in office infrastructure administration.
- Good M365 skills, including proficiency in Excel, Word, and PowerPoint.
- Good English communication and email writing skills.
- Strong organizational skills and attention to detail.
- Strong interpersonal & customer relationship skills.
- Troubleshooting & problem-solving skills.
- Negotiation skills for vendor contracts and relationships.
- Familiarity with office equipment and technology, including IT assets.
- Strong analytical and decision-making skills.
- Documentation skills.
- Risk management skills.
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