Office Administration Executive

People Who are good in speaking English can apply this role.

Job Summary:

We are looking for a proactive and detail-oriented Office Administrator to manage front office responsibilities and support various administrative and operational functions. This role requires excellent organizational, communication, and coordination skills to ensure the smooth day-to-day functioning of the office.

Key Responsibilities:

1. Visitor and Guest Management

• Welcome and attend to visitors and guests, ensuring a positive and professional first impression.
• Maintain a clean, presentable, and well-equipped reception area

2. Employee Greetings and Engagement

• Manage and send personalized greetings for birthdays, anniversaries, and work anniversaries in a timely manner.

3. Vendor Coordination

• Maintain relationships with vendors, ensure timely communication, and address any issues or discrepancies.
• Liaise with vendors for office supplies, services, and event-related requirements.

4. Procurement and Purchasing

• Prepare purchase orders (POs), obtain necessary approvals, and share POs with vendors to ensure timely procurement.

5. Billing and Invoice Management

• Verify and cross-check vendor invoices for accuracy.
• Coordinate with the Finance team to ensure timely processing of payments, keeping track of due dates and approvals.

6. Document Management

• Organize and maintain systematic filing of important documents, including import-related documentation, invoices, and vouchers.

7. Travel Arrangements

• Coordinate travel bookings for employees and guests, accommodation, forex, and ground transportation.

8. ID Cards and Visiting Cards

• Manage the issuance process of ID cards and visiting cards for employees, ensuring accuracy and timely delivery.

9. Event Coordination

• Assist in planning and executing internal events and celebrations, ensuring smooth logistics and optimal use of available resources.

10. Recruitment Support

• Track candidate progress, schedule interviews, and coordinate with hiring managers to ensure a seamless recruitment process.

11. Import Documentation

• Handle end-to-end import documentation, ensuring compliance with relevant regulations and timely processing.

Qualifications and Skills:

• Bachelor's degree in Business Administration or related field preferred.
• 13 years of experience in an administrative or operations role.
• Excellent verbal and written communication skills.
• Strong organizational and time management abilities.
• Proficiency in MS Office (Word, Excel, Outlook).
• Ability to multitask and prioritize in a fast-paced environment.
• High level of integrity, professionalism, and attention to detail.

  Role & responsibilities

Preferred candidate profile