About the job
Line of Service
Internal Firm Services
Industry/Sector
Not Applicable
Specialism
IFS - Administration
Management Level
Associate
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
Education (if blank, degree and/or field of study not specified)
Degrees/Field of Study required:
Degrees/Field of Study preferred:
Certifications (if blank, certifications not specified)
Required Skills
Optional Skills
Desired Languages (If blank, desired languages not specified)
Travel Requirements
Not Specified
Available for Work Visa Sponsorship?
No
Government Clearance Required?
No
Job Posting End Date
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