Office administrator/Operations Executive

Role & responsibilities

• Answer calls and transfer them to concerned person, Visitor Management
• Attendance and leave record management.
• Courier Management, opening, dating, copying and circulating incoming post.
• Make contact list of relevant numbers and contact information.
• Follow up on timely bills submission and payouts.
• Check stationary levels and ordering new supplies.
• Calendar Management, Travel Arrangements Visa, Flight & hotel booking.
• Maintain an electronic and hard copy filing system
• Vendor Management
• Handle MIS report and Budget Management
• Review monthly budget, Petty cash management & reimbursement.
• Manage operation activities for received orders.
• Pantry and office events management.
• Maintain employee records (Joining & Relieving, salary details, etc).
• Onboarding, Induction, Recruitment, Offer Letters, Exit Formalities, etc.
• Prepare reports and presentations.
• Follow-up with all concerned (internal staff, clients, suppliers, customers)
• Served as the mediator between the Director and the rest of the staff.
• Maintain a safe and secure work environment, develop personal growth opportunities.
• Review and approve supply requisitions.
• Purchase materials and forms by obtaining requirements, negotiating price, quality, and delivery, approving invoices.
• Ensure the Sales order cycle will be completed on time smoothly without any interruption.
• Assist in day-to-day office operations and administrative tasks.
• Prepare, manage, and organize documents and records.
• Draft and respond to emails in a professional manner.
• Follow up with internal departments and external parties as needed.
• Coordinate with team members to ensure smooth workflow.
• Perform other duties as assigned to support the office staff.
• Research and conduct data to prepare relevant documents.

Preferred candidate profile

• A result oriented Executive Assistant with 3-8 year extensive experience.
• Motivation to take independent responsibility as well as ability to contribute and be a productive team member.
• Proven ability in adopting, implementing & monitoring to improve quality & productivity.
• Excellent communication & exceptional interpersonal and manpower management skills with the ability to lead large teams & establish relationships with key players in the industry.
• Assist executive and managers on multiple organizational levels. Manage multiple schedules and maintain communication across teams. Focused, consistent, punctual and reliable. Organized and trustworthy with confidential and personal information.
• Uphold a strict level of confidentiality.
• Develop and sustain a level of professionalism among staff and clientele.