Job summary:
The Office Administrator serves as the backbone of our office operations, ensuring that all daily functions run smoothly and efficiently. This role requires a multifaceted skill set, combining organizational abilities, interpersonal skills, and attention to detail. The primary responsibilities include managing office supplies, coordinating schedules, handling correspondence, and providing general administrative support to maintain a well-organized and productive work environment.
Responsibilities
Supervising reception and security service of the office area
Coordinate facility ticketing system
Assessing and planning the purchasing needs
Handling SAP system in basic level
Handling the receiving process
Authorized person to handle external, internal business mailing and consignments
Responsible for facility managed company assets handover/takeover/maintenance
Responsible for organizing and supporting local colleagues’ travels
Support On/offboarding process
Prepare goody bags and entry badges for onboarding days
In person support on on/offboarding days
Handling the inventory control and storage
Administrative Assistant to the General Manager
Support local events
Plants care and building decoration
Working on continuous process improvements
Manage fleet operations (vehicle administration, maintenance, and coordination with service providers)
Coordinate maintenance and repair works in the office, ensuring timely execution and quality service
Oversee cleaning services to ensure a high standard of office hygiene and tidiness
HSE coordinator role
Update monthly workhours reports
HSE system/observations handling
Part of the HSE Committee Team
First point of contact as a HSE coordinator
Responsible for safety duties
Requirements
3-5 years of relevant experience as Office Administrator or Facility Administrator
BA degree in any field (or ongoing university studies)
Excellent verbal and written communication skills in English and SpanishUser-level Microsoft Office – Excel, Word, Power Point, Outlook – knowledge
Strong stakeholder management and communication skills
Ability to work independently and take ownership of tasks
Strong organizational and coordination skills
Ability to multitask and prioritize tasks effectively
Customer-focused mindset
Problem-solving and proactive attitude