MAIN PURPOSE OF JOB The Office Admin Representative ’s primary purpose is to assist the office through effectively greeting and handle all on-site visitors, handling all in-coming phone calls, efficiently producing written administrative reports / documents, and other office related projects / duties MAIN DUTIES The major areas of focus for this role are as follows : - Greeting all office visitors courteously, determining their needs and directing them to the proper person.
Keeping reception area neat and organized.- Stocking the break room and keeping the break room neat and organized.- Ordering all supplies, including kitchen, office and shipping supplies, candy jar supplies, and copy machine / office machine supplies, ensuring all items are properly delivered per packing slip review and putting all such supplies away in a neat and organized fashion.
Receiving, sorting, and posting all incoming and outgoing mail and shipping. - Operating telephone system in a professional manner to relay incoming calls as well as handling phone system and copier assistance, maintenance calls and visits.
Making any necessary travel arrangements, as requested.- Main point of contact for World Travel / Concur issues and reporting.
Booking all conference calls / conference room assignments.- Clerical Assistance for Executives & Finance Dept. (May be included but not limited to : filing, mailings, coding charges, collecting expenses, tracking costs, data entry)- Copying and filing incoming checks.
Building management interfacing for corresponding business region.- Supply ordering for corresponding business region.- Reconciling Admin invoices.
Ordering business cards for respective employees.- Planning and execution of office events (Holiday and Summer Party)- Managing specific requests from management in corresponding business region.
Managing Go To Meeting account and assisting / coordinating conferences. - Managing General Manager and HR Manager’s expense reports.
Work & Safety Responsibilities : · Responsible for the New HR induction such as setting up the office space, welcome pack, introduction tour on the site, delivering the alarm system training and access codes, creating Falcon accounts, other tasks as necessary.
Preparing and checking the time attendee sheets for the employees· Supporting with different HR administrative tasks· Prepare and issue of sick leave certificates for employees· Tracking of vacation leave for the site and coordination with payroll· Management of time tracking for allocation of meal tickets· Responsible for implementing the Health & Safety and Fire Protection plans and measures agreed by the specialized providers together with the management of the company
Experience & Education Level
Bachelor’s degree (B. A.) or equivalent from three -years college; or one-year related experience and / or training; or equivalent combination of education and experience.
Other relevant skills
Proficiency in Microsoft Office.
Strong understanding or fast learner of new applicable systems
Ability to analyse a process to find deficiencies.
Up-beat, positive, can-do attitude.