Your typical day would include task such as:
This role will be responsible from keeping the office running smoothly, planning company events, preparing reports as and when required. Key responsibilities are –
General Office Administration
- General administration, supporting teams and light project management. For example, Office Fit-Out and Relocation.
- Manage office stationery which includes purchasing and negotiating with office suppliers and, identification of new suppliers for competitive pricing when necessary.
- Keep stock of kitchen supplies and place orders when necessary.
- Responsible for all internal and external mail distribution and administration and meeting room bookings.
- Assist in organizing and providing administrative support with company events (Annual Christmas Party and International day, Sales Conferences) and monthly Townhall meetings.
- Assist in organizing and providing administrative support for other local initiatives such as International Women’s Day, learning week, lunch and learn management, external office visitors, Christmas party etc.
- Providing support with inbound regional & group visitors
- Manage international travel arrangements for all employees and business appointments.
- Responsibility for catering services for business functions
- Responsible for coordinating all local communications and sending through to TH teams.
- Ensure office & meeting rooms are presented to a high standard.
- Any other ad-hoc duties
Finance and Sales Admin Support
- Responsible for processing and arranging payments for all insurance claims, company vehicle registrations, CTP slips, infringement notices and raising purchase orders.
- Manage all queries, monthly ,sorting and sending all company invoices, adjustment, and credit notes.
- Setup new staff users ,Request access for new staff and prepare for all necessary stuff for new joiner.
- Scan the cheques to the CoE team for processing & handover the physical cheques to the courier for banking and scan supplier invoices, dunning letters, employee expenses or other documentation as required to CoE team for processing & file hard copies locally.
- Scan & forward the export invoices to customers in PNG, Fiji & Vanuatu.
- Open customer returns or other mails and forward them to CoE for further actions.
- Administration and processing of PR’s and PO’s in the MyRequisitions system.
- Expense management and provide administration support to Country General Manager.
- Responsible for document storage / Document destruction/archiving – Invoices need to be stored in hardcopy locally for easy access & evidence (Hardcopy is checked by tax bureau/government) – or/and manage any 3rd party storage company assigned to this task.
- Prepare presentation and gathering information from stakeholder to support General Manager
- Compile sales/activity reports as requested and provide statistical information to management, as required.
- Provide support to Management team and Sales teams with travel bookings, expense claims etc.
- Assist with production and dispatch of customer agreement letters.
- Prepare annual company return, and other documents as required for the Company Directors.
- System Administrator of RS Financial Institutes Maintain Banking Signatory, Authority and Staff access levels.
- Manage deadlines for statutory reporting and maintain Property & Contractual register.
- Organise, attend and take minutes for sales, commercial and management meetings.
- Assist seller to all necessary task may have on case by case basis
To be a successful candidate, you need to have the following:
• At least 3 years’ experience in an Office administration
• Good time management, planning and organizing skills
• Good written and verbal in English communication skills
• Attention to detail and customer focus
• Positive attitude, ability to multi-task and good problem-solving skills
• Sound experience in general office procedures
• Ability to work in a team environment
• Proficient in MS Office
