Administrative Associate

This position is responsible for office administration, housekeeping, security, and other office support activities as needed, to ensure that all services are delivered in a timely manner to employees without business interruption.

**Responsibilities**:

- Ensure in-house cafeteria and all staff utilities requirements are running smoothly with desired level of staff satisfaction and hygiene
- Draft, assign and monitor work schedules/tasks for housekeeping, security, and other maintenance staff
- Conduct routine walk-through of interior and exterior office premises and maintain records of the walk-through and report concerns to the supervisor
- Assist supervisor to liaise with vendors on purchase of office supplies and review the vendor invoices for any discrepancies before making payments
- Assist supervisor to liaise with third party suppliers/maintenance agencies to organize any maintenance to the office infrastructure to ensure smooth functioning with mínimal disruption
- Ensure all service maintenance schedules, digital and physical records of service performed are properly documented, categorized and conducted as per CCI guidelines and procedures
- Maintain contact list of vendors/contractors
- Monitor and manage office supplies and maintain records of inventory
- Assist in the timely review of vendor contracts/agreements and identify concerns and report to supervisor
- Assist in coordinating and making travel and accommodation arrangements for executive staff and guests
- Greet and help visitors around the office premises
- Assist HR to complete joining formalities
- Assist HR in conducting general orientation
- Assist in planning, organizing, and conducting office recreation activities and general events
- Prepare cards and flyers for internal office announcements
- Assist in carrying out internal communications to ensure staff is notified timely regarding operations activities in office
- Cooperate with all members of the team and other departments as required to ensure proactive internal communications and effective teamwork.
- Increase proficiency level in different techniques and systems and develop new skills

**Qualifications**:

- Experience with analyzing data and writing reports
- Experience in record-keeping for office support functions such as maintenance reports, inventory reports, task reports and other reports.
- Experience in managing office supplies inventory and developing schedules for reporting staff.
- Advanced level proficiency in MS Excel and MS Word
- Intermediate level proficiency in PowerPoint presentation
- Experience in using online tools for creating cards/flyers

**PERSONAL SKILLS**:

- Ability to analyze problems and identify multiple solution options including creative outside-the-box thinking
- Ability to identify alternatives and find an optimal way to implement a solution
- Ability to follow through and make sure the right logic is applied
- Ability to quickly learn new concepts
- Ability to work in team environment
- Ability to manage time on several tasks and juggle competing deadlines
- Ability to encourage and motivate people
- Ability to communicate clearly, concisely verbally and in writing
- Ability to effectively negotiate to reach an agreement
- Ability to work in a team-oriented, collaborative environment
- Ability to adjust tasks and schedule and adapt to changing priorities
- Ability to identify own talents and what roles might suit the best for those talents
- Strong work ethic, personal accountability and being dependable

**Education and Work Experience**

This individual should have a degree in Business Administration, commerce, or related field or over 3 years of work experience or an equivalent combination of education and experience.