Job Description & Summary

Ensures the smooth operation of the office, by coordinating administrative support across the office and ensures that the office is supported in an efficient and effective manner. Responsible for procurement of office supplies. Oversight of office help, drivers and reception.

Financial

• Adhere to the allocated budget for the Office Services function
• Propose costs saving solutions as appropriate
• Work with procurement with regards to office needs (supplies, consumables)
• Prepare purchase orders for all office management supplies, rent, utilities and service charges

Customer

• In line with Procurement guidelines, provide office services supplies
• Coordinate local events, office events with close liaison with the Office Manager
• Coordinate printing and binding requests
• Facilitate New Hire on-boarding process via coordinating inductions and other matters with HR
• Notify HC, IT and receptionist of new hires/departures, and provide/remove security passes and access to office as appropriate
• Handles and reports ad-hoc issues arising
• Acts as an interface between administrative staff and management
• Manage external archiving if relevant
• Manage seating, storage and parking allocations
• Oversee couriers and post room
• Provide coaching and support for junior EAs if applicable

Internal Process

• Manage Office administrator assignment and conflicts
• Adhere to policies and procedures set by management
• Coordinate driver schedules, reviews timesheets and manages leave
• Coordinate office administrator schedules, reviews timesheets and manages leave
• Coordinate receptionist schedules, reviews timesheets and manages leave
• Manage maintenance, repairs
• Manage cleaners and other outsourced services
• Liaise with office landlord
• Fire safety warden and business resilience liaison
• Manage local office petty cash

Learning and Growth

• Follow up closely on the daily operation of junior staff to ensure support for office operation is being well-maintained and provided fairly to all office users
• Standardise and improve efficiency of internal office management processes
• Assist the Office Manager in recruiting and deploying junior admin staff (receptionist, office assistants, drivers, etc. according to local needs)
• Training new office management team members
• Performance management of direct reports
• Act as a key resource and liaison to other functional areas of the business, building cross-functional relationships as needed