Office coordinator

3 days ago

Mumbai, India GLG Full time

Office Administrator/Coordinator

Position Overview:

GLG is the world's leading B2B platform, connecting professionals with expertise. We connect thousands of clients to the largest global network of subject matter experts across every sector. We bring the power of insight to every great professional decision.

GLG is looking for an upbeat, outstanding, multi-tasking Office Administrator/Coordinator (OA/OC). The OA/OC at GLG will be responsible for organizing our company’s day-to-day operations, providing administrative support to all our employees, and coordinate all daily administrative activities. You’ll be the first impression for GLG, and we want everyone who walks through the doors to feel comfortable, happy, and recognize how seriously organized we are

The OA/OC will provide regular office administrative support. This position requires strong computer and internet research skills. It also calls for flexibility, discretion, excellent interpersonal skills, and the ability to work well with all levels of management and staff. 

In this role, the OA/OC will report to the APAC Senior Facilities Manager based in Singapore to assist with office administration as well as other types of events. There will also be opportunities to work on a variety of ad hoc projects. In addition, this role would require working very closely with other stakeholders. This include but not limited to the local General Manager, Executive Assistant, HR, IT, etc.

Responsibilities include (but are not limited to):

Coordinate office activities and operations on a day-to-day basis to ensure efficiency and compliance of company policies for seamless office operations. Inventory management and ordering of office supplies and, when necessary, maintains service contracts of office equipment. Plan and coordinate events, meetings, conferences or appointments, professional development, and other department initiatives. Implement administrative projects, systems, procedures adhering to company policies. Maintain administrative workflow by studying processes, implementing cost reductions, and developing reporting procedures. Assist in transport arrangement for evening team Oversee all safety elements including fire drills, AED, first aid kits, etc. Luncheon or other event managements. Serve as liaison with technical support staff for office equipment. Payment management for vendors, maintain facilities and office supply budget, and oversee other expenses necessary to the day-to-day administrative operations. Assist in preparation of reports and presentations, and aids in budgeting process for facilities. Complete administrative projects by identifying and implementing new technology and resources, redesigning systems, and recommending re-deployment of designated resources. Maintain rapport with customers, managers, and employees by researching and developing new services and methods, setting priorities, and problem solving for workflow issues. Maintain continuity of work operations by documenting and communicating needed actions to management, discovering irregularities, and determining continuing needs. Guide employee actions by researching, developing, writing, and updating administrative policies, procedures, methods, and guidelines, and communicating developments to management.

Work timings: 09:00 - 18:00 IST (5 days a week)

Required Skills:

An ideal candidate will have the following:

Candidates must have a clear track record of excellence in several categories, including teamwork, professionalism, communications, multi-tasking, organization and client service. Candidates should also possess:

A Bachelors’ degree is required & equivalent of 3+ years of relevant office administrative/ facilities management experience preferred. Proficient in MS Office Excellent written and verbal communication in English and local language Customer service oriented High energy and an ability to succeed in a fast-paced high demand role The ability to handle all interactions with a high level of professionalism Dependable and timely Ability to work well independently and be self-motivated A demonstrated ability to read and understand people Ability to multi-task and prioritize Superior attention to detail Strong initiative and proactivity Flexibility to work overtime as needed and/or some weekends Ability to interact with all levels of the firm’s employees, executives and clients Ability to pivot quickly and effectively [do we need to include physical requirements able to lift 15 Kg or stand or sit for long periods of time)]

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