Office Support Specialist

2 weeks ago

Coimbatore, Tamil Nadu, India Better Lives :) Full time
Job Description

As the Office Administrator at Better Lives :), you will be responsible for maintaining office infrastructure and ensuring its proper functioning by coordinating repairs, maintenance, and renovations as needed. This includes keeping a track of the maintenance activities, schedules, and service contracts to ensure timely and efficient upkeep. Additionally, you will be managing office cash expenses, keeping a meticulous record of all expenses, bills, and invoices, and submitting required bills and invoices to the auditing team in a timely manner for financial reconciliation and reporting. You will also manage relationships with vendors, including negotiating contracts, pricing, and terms, and source and evaluate potential new vendors to ensure cost-effectiveness and quality of services or supplies. Furthermore, you will assist other teams in organizing events, meetings, conferences, and travel arrangements, including booking venues, accommodations, and transportation, and coordinate logistics, prepare materials, and provide on-site support for events and meetings. You will also manage office essentials and pantry items, ensuring that all items are well-stocked and replenished as needed, and monitor inventory levels, place orders, and maintain relationships with suppliers. Additionally, you will manage outsourced jobs ensuring they are completed on time, within budget, and to the desired quality standards.

Office & IT Asset Management

You will ensure the management and maintenance of Office & IT assets and inventory for optimal business performance. This includes maintaining accurate records of Office & IT assets, tracking their usage, and coordinating repairs or replacements as required. You will also develop an efficient system for tracking and allocating the assets to employees, and conduct periodic audits to ensure proper asset management and prevent loss or misuse. Furthermore, you will provide support to the system admin team for any requirements or tasks needed to maintain the office's technology infrastructure, and support and troubleshoot internal systems PCs, Laptops, LAN, Wi-Fi, WAN, Internet, Firewalls, and other hardware devices when required. You will also follow up with clients for prompt renewals of WP payments every month, and support the WP team for prompt renewal of WP accounts with respective vendors and update records.

Requirements

We are looking for a candidate with good experience in office infrastructure administration, good M365 skills, including proficiency in Excel, Word, and PowerPoint, and good English communication and email writing skills. You should also have strong organizational skills and attention to detail, strong interpersonal & customer relationship skills, troubleshooting & problem-solving skills, negotiation skills for vendor contracts and relationships, familiarity with office equipment and technology, including IT assets, strong analytical and decision-making skills, documentation skills, and risk management skills.

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