Administrative
Planning meetings and internal events including any note taking and follow up.
Management and optimization of project company wide planning software
Order office supplies and research new deals and suppliers
Provide general support to all visitors
Office management including dealing with the admin phone, filing and mail
Oversee facilities management, including maintenance, repairs, renovations, and office layout
Coordination of the acquisition of work permits
Manage and organize any travel arrangements and accommodation
Manage and allocate resources effectively to meet operational needs and budgetary constraints.
Assisting with external events.
People
Hiring process and management
Work with heads of departments to create job descriptions for circulation
Managing and improvement of the onboarding process that trains new employees for their tasks and helps them succeed in their positions
People operations
Conducts quarterly, annual performance and 360 reviews.
Manages employee relations
Filing and tracking employee documents, such as health insurance, personal contact information, etc
Creating training procedures for the company.
Running of team growth and development programs.
System implementation
Management of project management software
Tracking ongoing projects across all departments
Adjustment and communication of company wide systems.
Reporting and metrics across systems.
Land Related Paperwork
Regular follow up of the land sale process, signing of agreements, management of transfers and payment plans including related file management.
Communication with lawyers and buyers during process and regular recording of status.
Weekly summary reports of the status of all sales.
Management of the transfer process including ensuring that documents are signed and franked correctly, as well as delivered to relevant parties.
Comprehensive filing of all sales documents
Keeping on top of land rate due dates
Company Compliance
Liaising with the company secretary to ensure that all statutory documents are in place
Obtaining the correct signatures on all the statutory documents for processing of annualreturns
Ensuring the company’s business license and any other associated trade licenses are always up to date
General Bookkeeping
Assist with invoicing, collections, receipting and reconciliation of customer payments.
Ensuring that relevant service costs are allocated and charged correctly to the variousdevelopments.
In-hand with the accounts assistant, maintain and reconcile petty cash and share weekly reports
Maintaining a database of suppliers and customers, ensuring that their associated records are complete and current.
Assisting in monthly and annual reporting.
Qualifications and Experience
Proven 5+ years work experience in Administrative, Operations or HR.
Knowledge of office management systems and procedures
Experience using project management softwares such as Trello or asana.
Working knowledge of office equipment, like printers and scanners
Proficiency in MS Office (MS Word, MS Excel and MS PowerPoint, in particular) and use of Google Docs
Excellent time management skills and the ability to prioritize work
Outstanding communication and interpersonal skills
Attention to detail and problem-solving skills
Excellent written and verbal communication skills
Strong organizational skills with the ability to multitask
A degree in Business Administration, Operations Managements, Project Management orrelated field
Experience in use of CRM and accounting systems
Experience in event management is a plus.
Apply via :
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