Office Administrator

Summary about this job

Detail information about job Office Administrator. Terms and conditions vacancy

Reception:

• Handle incoming calls and attend to visitors (offer drinks, etc.)
• Collect / distribute all incoming mails, faxes, courier / packages
• Coordinate and keep track of local / overseas courier
• Purchase, record and manage postage / stamps
• Update Office phone list / phone extensions (monthly distribution, if any changes)
• Manage booking of meeting rooms.

Office Upkeep:

• Ensure office premises (workstations / cabinets, storage, etc.), meeting rooms, pantry areas are clean, tidy and in proper order daily
• Coordinate with Office Cleaning personnel on cleaning / housekeeping matters; supervise and monitor work to ensure good housekeeping is practiced
• Liaise with Office Landlord, Office Cleaning and other Administrative services vendors for any renewal agreement / amendment / update of services required; negotiate for preferential rate, where applicable
• Keep record of Office Insurance policy; liaise with broker / vendor during renewal and coordinate renewal / approval with Corporate office
• Liaise with landlord personnel on any lighting / electrical / air-condition matters (e.g. repair, etc.)
• Liaise with Telecom services vendor on any office telephone and internet services matters
• Ensure Office Door Security / Alarm system smooth operation; keep record of access card issuance / lost cards, etc.
• Access Card issuance and record keeping

Office Equipment Maintenance:

• Upkeep of photocopier, paper shredder, coffee machine (paper supply, toner, repair, service maintenance contract)

Office Supplies:

• Requisition of stationery, pantry supplies, drinking water, etc.
• Review and / source for competitive suppliers / rates, where applicable
• Organising and ordering catering for monthly events and ad-hoc meetings and events as required

General Administration:

• Issuance of new hire – access card / phone extension, office keys, business cards, IDD pin, initial stationery (keeping an updated record)
• Assist with bulk printing / binder (e.g.  training materials, presentation deck) – liaise with external printer, if necessary
• Sending PH announcement communications
• Issuance of Invitation Letters for foreign staff visa applications
• Booking of flights and / hotel / service apartment for non-local visiting staff or new hires
• Coordination on the company activities / team building 
• Other Administrative related tasks, as requested from time to time
• Liaising with Office Manager from Sydney office for monthly events (Townhall, Birthdays, etc.) including major events like the Christmas / End of Year Party
• Managing Administration budget for the year in liaison with the Sydney Office Manager
• Managing Blanket Purchase Orders for Melbourne office and some shared PO’s. This involves creating them before the start of the New Year and managing the balances, topping up as needed and receipting monthly invoices

Skills and Qualifications:

• Good proficiency in English (spoken and written), pleasant personality, good organization skills, proactive, systematic
• Proficient with MS Office (Word, Excel, Powerpoint, Outlook)
• Minimum 2-4 years relevant experience with medium-large MNCs
• Available on short notice