Associate Administration

We are seeking an experienced Office Administrator with 4-5 years of experience in facility management to oversee the administrative and operational aspects of our office facilities. The ideal candidate will be responsible for managing office supplies, coordinating maintenance and repairs, ensuring the smooth running of office operations, and supporting overall facility-related functions.

Key Responsibilities:

• Office Facility Management:
  
• Oversee daily office operations, ensuring the workplace is clean, safe, and functional.
• Coordinate office maintenance, repairs, and facilities-related services (e.g., cleaning, HVAC, plumbing, electrical).
• Monitor and maintain office equipment, ensuring it is in working order and reporting any issues promptly.
• Vendor and Service Provider Management:
  
• Liaise with external vendors and service providers (cleaning, maintenance, security, etc.) to ensure timely and quality service delivery.
• Manage contracts with external service providers, including negotiation, renewals, and performance monitoring.
• Space Management:
  
• Assist in the management of office space and seating arrangements to optimize space utilization.
• Coordinate office relocations, seating changes, and setup for new employees or teams.
• Office Supplies and Inventory:
  
• Monitor and manage office supplies and inventory, ensuring that stock levels are maintained and items are ordered in a timely manner.
• Track and manage office furniture, equipment, and other assets, maintaining an accurate inventory.
• Health, Safety, and Compliance:
  
• Ensure office facilities meet safety and health standards, including fire safety, emergency procedures, and cleanliness.
• Regularly inspect the office environment to identify potential hazards and address any issues.
• Administrative Support:
  
• Provide general administrative support to the office, including scheduling meetings, managing office communications, and handling correspondence.
• Maintain records of office-related expenses and assist with budgeting for office-related costs.
• Event and Meeting Coordination:
  
• Assist with organizing office events, meetings, and conferences, ensuring all logistics are arranged, such as room bookings, equipment, catering, and travel.
• Coordinate and manage guest visits, office tours, and other client-facing activities.
• Sustainability Initiatives:
  
• Assist in promoting sustainability within the office, including managing recycling programs, energy efficiency, and waste reduction initiatives.

Qualifications:

• Education:
  
• Bachelor's degree in Business Administration, Office Management, Facilities Management, or a related field.
• Experience:
  
• 4-5 years of experience in office administration, facilities management, or related roles.
• Prior experience managing office supplies, facilities, and vendor relationships.
• Familiarity with health, safety, and environmental regulations in an office setting.
• Skills:
  
• Strong organizational and multitasking skills with the ability to handle multiple priorities.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and facilities management software.
• Excellent communication, interpersonal, and problem-solving skills.
• Strong attention to detail and ability to identify and resolve issues quickly.
• Time management skills and the ability to work under pressure.