1. Supervising office administration : Playing the main role in keeping nationwide offices running smoothly and overseeing administrative support with high consistency and optimum level
Monitoring general office operations and functions including :
Reception, greeting visitors, incoming phone calls and receiver
In compliance coordinating in-out process to deliver and receive packages and other procedures with the building
Purchasing office supplies and equipment, maintain inventory and proper stock levels
Making sure that office facilities are maintained and in good condition for using by coordinating with contractors, suppliers, vendors, construction partners and departments for solving any office issues
Tracking / manage and control administration expenses via monthly reports as : telephone, subscriptions, internet, leasing office, cleaning, maintenance services, car rental, taxi services and renting apartments, etc.
Guide and supervise staff using office resources and operations to ensure maximum productivity
Coordinating appointments and meetings in the office
Obtain expatriate logistics and papers arrangement such as : Work Permit, Temporary Residence card, Housing contract, etc.
Obtain visa letter and visa procedures for foreign visitors
Obtain updates on business legal documents with government authorities
Obtain office notarization service upon request
Filing and organize administration documents such as : legal documents, expatriate documents, services contracts, payments and other office documents
Coordinating domestic and international travel including flight, hotel, company car arrangement, car rental reservations
Administration planning tasks and reports :
Drafting new contracts with suppliers / vendors and outside services upon request
Produce monthly, quarterly and yearly expenses report and submit to relevant departments such as telephone, subscription internet, leasing office, cleaning and maintenance services, car rental, taxi services, renting apartments, airfare etc.
Create presentations and produce reports at management level
Playing key role in budget design and control related to administration expenses and employee activities / entertainment benefits
Together with team building up and implementing effective and compliant administrative procedures and system
Staff activities :
Organize staff activities such as : Sport Clubs, Birthday celebration, New Year event, Woman days, Children Day, Christmas celebration, etc.
Organize and coordinate internal and external events in office bar through teams and 3rd parties
2. Ad-hoc / Assistance tasks as required :
Ad-hoc projects :
Fully in charge of administrative parts in company ad-hoc projects
Being the project leader of Office Renovation and Setting up new offices nationwide.
Assisting Board of Management as required :
Housing & T&E management
Purchasing tickets and tracking Home Leave Budget expenses
Organizing meetings / appointments / events with partners in terms of Administration field
Manage company’s database and filing system, supporting management and clearing travel and entertainment expenses and reports.