Team Assistant

Job Description

Job Description: Team Administrator Position Overview: We are seeking a highly organized and proactive Team Administrator to support our operations and ensure the smooth functioning of our office environment. The ideal candidate will be responsible for a variety of administrative tasks, vendor coordination, and facility management, contributing to the overall efficiency of our team. This role requires excellent communication skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. Site Operations Management: Oversee day-to-day office administrative tasks, ensuring a well-maintained and organized workspace. Manage the conferencing calendar, including booking conference rooms and coordinating logistics for meetings and events. Ensure complete office upkeep, including cleaning, maintenance, security supervision, and landscaping. Track and manage office supplies, including stationery and pantry items, and maintain a monthly consumption tracker. Vendor Coordination: Act as a liaison between the Facility Manager and various vendors, including housekeeping, landscaping, and pest control. Monitor vendor staff performance and ensure adherence to service level agreements (SLAs). Coordinate training and development for vendor staff and manage attendance and compliance for third-party manpower. Office Administration: Maintain office calendars, prioritize communications, and handle employee queries professionally. Process purchase orders for internal vendors and manage billing with the accounts team. Oversee the onboarding and exit processes for vendor staff, including ID card management. Event Coordination: Assist in the planning and execution of internal events, including logistics and catering arrangements. Manage pantry supplies, ensuring cleanliness and availability of food and beverage items. Reporting and Documentation: Prepare daily, weekly, and monthly reports on facility operations and vendor performance. Conduct facility rounds to identify issues, raise tickets for maintenance, and follow up on resolutions. Safety and Compliance: Monitor building safety and security protocols, ensuring compliance with regulations. Maintain kitchen safety and hygiene standards in daily operations. We dont need superheroes, just super minds: Bachelors degree in any field (preferred). Proven experience in office administration, facility management, or a related role. Strong organizational skills and the ability to manage multiple tasks simultaneously. Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Excellent communication and interpersonal skills. Ability to work independently and as part of a team. Skills and Abilities: Strong problem-solving skills and attention to detail. Capable of managing vendor relationships and ensuring service quality. Enthusiastic and approachable demeanour, with a passion for interacting with people. Experience in HR coordination and knowledge of recruitment processes is a plus. Experience: Previous experience in a similar role, preferably in a corporate or facility management environment. Familiarity with event planning and logistics management.