Admin & Workspace Executive - 12 months renewable contract through Manpower
This role will initially be part-time, 2-3 days per week. Gradually they will change it to 5 days a week.
Roles & Responsibilities
Front Desk
• Manage reception counter, building and parking pass requests and invoicing
• Update guest check-in device
• Greet guests, contact host, guide to conference room when required
• Meeting room logistics
• Collect and distribute mail.
• Courier management such as shipment and packages preparation and arrangement
• Facilitate on-site interview meeting arrangement with overseas’ team
Admin & Workplace Operations
• Assist with executive’s reimbursement submission and follow up
• Manage relationship with office vendors (e.g. cleaners, office boy, deliveries etc.)
• Responsible for the purchasing of goods and services. Order and replenish office and pantry supplies
• Review vendor contracts and proceed procurement through cost-effective bids and negotiates with suppliers to meet quality, delivery, and cost objectives
• Maintain accurate report/tracker of office inventory and property/equipment records
• Assist HR and IT in New Hire On-Boarding process (assigning work station, business cards ordering, provide card access keys etc.)
• Employee contact list update
• Maintain a professional and tidy office, responsible for smooth daily office operations
• Participate in newsletter publication with HR OC or related tasks
• Provide support to Business Unit when required
• Perform 1st line of basic IT troubleshooting
• Prompt and accurate data update/creation (e.g. Scorecard, Workspace Management, Xspace tickets)
• Responsible for monthly and annual budget development; analysis and actual spent
• Oversee facilities management, ensure annual property insurance, corporate statement is timely filed with City and State office; annual tax report is timely filed and paid with City and State office, license renewal etc.
• Responsible for prompt payment, avoid late payment penalties
• Ensure no service/work without purchase order issuance
• Serve as liaison for building management office
• Budget responsibility (e.g. operate the office within budget allocation)
Celebrations & Events
• Close collaboration with HR
• Event planning and execution – coordinate company internal and external event along with department leads/HR and setup email notifications
• Coordinate event logistics for a variety of meetings including liaising with vendors and participants
Job Details
| Posted Date: | 2021-09-28 |
| Job Location: | Dubai, United Arab Emirates |
| Job Role: | Administration |
| Company Industry: | Recruitment & Employee Placement Agency |
Preferred Candidate
| Career Level: | Mid Career |
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