Officer Admin & Guest Relations

Role & responsibilities

Officer Admin & Guest Relations will be overall responsible for front office management and providing administrative support. S/He will assist and coordinate for activities related to smooth and quality delivery of IMMAST Educational activities. This includes coordination with the internal teams and external partners/vendors. S/He will provide all the documentation and data entry support required for preparing and maintaining various records for IMMAST Educational activities.

Assisting in the below functions:

Key Responsibilities

Front Office Management & Guest Hospitality:

• Ensure a welcoming environment for guests while overseeing daily office operations.
• Manage office supplies and inventory, maintain vendor relationships, and ensure the functionality of office equipment.
• Facilitate front desk communication and coordination to enhance visitor experience.

Travel Desk Management:

• Handle travel and stay arrangements for faculty, participants, and guests, ensuring smooth logistical operations.
• Coordinate with external stakeholders for travel arrangements, including transportation and accommodation.
• Manage billing inquiries and facilitate the verification of travel-related expenses while maintaining accurate records of all travel activities.

Hospitality Services:

• Deliver outstanding hospitality services to faculty, participants, and guests.

Course & Faculty Management:

• Maintain and update the course calendar and support participant management activities as needed.
• Assist with faculty-related tasks, ensuring effective communication and support for faculty members.
• Prepare and organize course-related data and documentation, as well as periodic reports.

Office & Meeting Coordination:

• Collaborate with administrative staff to organize larger meetings and events, providing logistical support as required.
• Professionally handle filing and data management to ensure confidentiality and easy access to documents, both physical and digital.

Financial and Record Maintenance:

• Assist in billing and financial activities, including the verification and processing of financial documents.
• Support the documentation and filing of financial records, adhering to quality standards and finance protocols.
• Maintain organized filing systems for all documentation and records.

Inventory Management:

• Oversee inventory needs and ensure timely replenishment of supplies, working closely with vendors to manage stock levels efficiently.

Executive Assistance to VP, IMMAST:

• Schedule meetings and appointments, draft timely responses, and manage logistics, including room bookings and agenda preparation.
• Organize travel itineraries and accommodations as required.
• Perform any additional responsibilities as assigned by management.

Preferred candidate profile

Experience in multitasking and handling guest relations, travel, admin, facility in a service providing organization would be an added advantage