Office Executive

Office Executive

SUMMARY

The Office Executive will be reporting to the Managing Director hierarchically and to the Administrative Leader functionally.  

RESPONSIBILITIES:

 Support the Administration Leader in the following activities:

• • Goods and services procurement management:
    • Negotiation and validation of contracts
    • Budget validation
    • Management of approvals and authorizations
    • Counterpart registration
    • Preparation of Purchase Orders
    • Delivery tracking
    • Interaction with counterparties
    • Payment and billing
  • Monitoring and coordination of specific projects:
    • Office remodelling
    • OOA Events
  • Control, monitoring, and management of Service Level Agreements
  • Control of expenses, reimbursements, credit cards for travel, and representation expenses of personnel.
  • Maintain contact with designated IT local service providers for regular hardware maintenance (including servers, desktops and laptops) by liaising with relevant IT Department
  • Personal administration, HSE, Payroll news management
  • Control and management of OOA employee’s visa requirements.
     
• Local responsibilities
  • Office Maintenance and supplies, such as coordinating with the building Management to change the faulty lightings and etcs
  • Office stationeries, beverages, snacks and other supplies: monitor inventories, keep them in order and clean
  • Set up the workstation for new hires and tidy up when staff resigns
  • Local support for meetings, videoconference, guests,
  • Local support to arrange logistics for meetings, hotel bookings, work lunch, dinner, transportations etc.
  • Local support in business travels, as liaising with travel agent in VISAs, flight bookings, reimbursements to employees, etc.
  • Local management of office contracts as power and water supply, IT maintenance, Internet Service Provider, etc.

      ?      Other ad-hoc administrative tasks

REQUIREMENTS:

• 3-4 years of experience working in an admin and/or office management role
• Good verbal and communication skills with keen ability to articulate in a concise and clear manner
• Exceptional organization skills with sense of urgency; ability to execute tasks accurately and efficiently
• Willingness to adopt a flexible approach to working patterns to respond to the changing needs of the business
•  High proficiency Microsoft Office Suite (especially Excel, Outlook etc.)