Job Summary
We are seeking a highly organized and detail-oriented Workplace Assistant to join our team at {company}. The successful candidate will provide exceptional support in various administrative tasks, ensuring the smooth operation of our office.
Responsibilities
* Front Desk Services: Manage the reception counter, handle mailing and courier services, maintain stationery supplies, and answer telephone calls for company general lines.
* Office Maintenance: Conduct weekly inspections of the entire office space and report any issues to the workplace manager.
* Travel Arrangements: Manage transportation, accommodation, and liaise with hotels for corporate discounts.
* Pantry Services: Maintain beverages inventory, replenish stock, liaise with vendors, and ensure food storage organizers and utensils are available.
* Security and Services: Manage visitor access, employee access, and maintain security checklists. Coordinate office cleaning, pest control, and other services.
* Vendor Management: Coordinate and monitor activities of contract suppliers, manage vendor relationships, and update signed contract checklists regularly.
* Procurement and Coworking: Assist the workplace manager in managing procurement activities, including issuing Purchase Orders, receiving goods, and paying invoices. Manage coworking clients, including booking systems and client communication.
* Administrative Support: Provide additional administrative support as assigned by the supervisor.
Qualifications
* Experience: At least 2 years of experience in Facilities/Administration/Workplace Assistance/Procurement Assistance.
* Technical Skills: Proficient in MS Office (MS Word/Excel/PowerPoint).
* Soft Skills: Excellent communication, negotiation, planning, and organizational skills. Ability to analyze problems and make decisions. Strong customer service orientation and teamwork skills.
* Languages: Fluent English language skills.
Education
* Certification/Degree: Professional Certificate or Degree in a relevant subject.
Work Requirements
The position requires working five days a week in the office.