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Operation Coordinator(KJ-9B623)
Main responsibilities and tasks:
Act as the point of contact for internal and external clients
Handle office supplies and purchases & maintain office assets and their security
Prepare monthly documents like telephone bill claims, courier bill claims, office supplies invoices etc.
Coordinate with the Office Assistant for daily collection and distribution of couriers when required
Provide general administrative support: General office / reception administration including answering the phone, directing calls, taking messages and clerical support including mailing, scanning, faxing and copying
Handle office / building management related work
Oversee cleaning staff
Management and record keeping of couriers + third party shipments;
Open, sort and distribute incoming correspondence
Maintain & order office supplies
Schedule, book meetings, travel and appointments
Office Contracts & Renewals follow up
Coordinate IT matters
Update and handle invoices related to petty cash, cheque, and company card management
Coordinate and control payment of monthly office bills, i.e. rent, internet, hosting services
Hotel sourcing as well as coordinate international travel arrangements including processing of visas for international travel
Compile and edit presentation details alongside Senior Admin Assistant
Exercise judgment and make decisions to promote smooth workflow and prioritization for Drivers
Create, organize and manage various SharePoint sites and shared drives
Candidate’s Profile:
Experience
2+ years of hands on administrative support
Skills
Strong knowledge of English – written and verbal
Excellent interpersonal and organizational skills:
Communication skills: Maintain fluid relations internally as well as externally
Analytical skills/attention to details: Deal with figures – expense notes, expense reports by being accurate and detail-oriented
Multitasking: Ability to successfully manage multiple, competing priorities to meet deadlines
Ability to work independently, as well as collaborate in a team environment
Reliability, flexibility, and approachability
Time management skills: Accurately estimate the action timeline and deliver it in the right time
Problem-solving skills: Always willing to find the appropriate solutions
Qualifications
High School degree; additional qualification as a Receptionist or Administrative assistant will be a plus
Proficiency in MS Office (MS Word, MS Excel ,MS Outlook and MS PowerPoint)