Admin & Workspace Executive

Posted Date almost 4 years ago
Location United Arab Emirates
Job Reference 17570
Salary 0.0
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, escort 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 and OC • 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 Requirements • Customer service orientated, passionate in wanting to provide service with a “heart” • Fun-loving, enjoys organizing events and office activities • Good with numbers (budget, cost control) and documentation control • Ability to multi-task with strong prioritization skills, meet deadlines • Prior experience in running small/mid size office, vendor management, procurement and real estate preferred • Ability to work independently • Fluent in English speaking with strong communication skills - Bachelor or above degree in academics • Minimum 3 years working experience in facility management or admin/general services, or equivalent