RESPONSIBILITIES AND ACCOUNTABILITIES Administrative & Executive Support:
• Manage calendars, schedule meetings, and coordinate meeting room bookings.
• Arrange travel, accommodations bookings and expense claims for management.
• Greet and assist visitors, ensuring a professional and welcoming office environment.
• Organize company events, team-building activities, and employee celebrations.
• Preparing reports, presentations, minutes and other documents as required
• Supporting transitioned teams with administrative requirementsactivities
• Focal point for WEL processes, i.e FMS, IT equipment, office moves/maintenance, ergonomic assessments etc.
• Update team SharePoint pages and content. Communication, Coordination & Logistics: • Handle incoming calls, sort mail, and manage courier services.
• Arrange internal and external lunch meetings.
• Ordering of catering, external meeting rooms, team promotional items and branded clothing.
• Support booking of training courses (internal and external)
• Arrange transportation and logistics for company events and executive travel.
• Coordinate with transportation providers to ensure efficient travel arrangements. Procurement & Purchase Order Management
• Manage purchase orders, vendor onboarding, and service agreements.
• Create PR/POs and handle SAP approval processes.
• Ensure timely processing of service entry sheets and payments.
Office Operations & Facilities Management:
• Oversee office facilities, ensuring a clean, safe, and well-maintained workspace. • Manage office supplies, equipment, and procurement, coordinating with vendors for maintenance and services. • Serve as the point of contact for building management and external service providers. • Assist with employee onboarding, including workspace setup and orientation for both local/international travellers. • Maintain office security systems, including access cards and employee lockers.
• SKILLS & EXPERIENCE Technical Experience • Medium – High level SAP knowledge, including Concur and Ariba. • Intermediate levels of Microsoft Office 365 Packages, incl. Sharepoint, Outlook and Teams
