Job Summary:

The Administrative Assistant – Office Management is responsible for overseeing daily office operations, ensuring the smooth management of office supplies, assets, and maintenance. This role requires strong organizational skills and attention to detail to ensure efficient procurement, filing of payments, and maintaining the office environment. The ideal candidate will be proactive, highly organized, and capable of managing multiple tasks related to office administration and supplies.

Key Responsibilities:

• Office Management & Maintenance:
• Manage office space and coordinate maintenance needs (e.g., repairs, cleaning, equipment servicing).
• Monitor and maintain office facilities, ensuring they remain clean, organized, and fully operational.
• Coordinate with external vendors and contractors for office-related maintenance and repairs.
• Ensure the office environment is safe and compliant with health and safety standards.
• Office Supplies Management:
• Maintain an inventory of office supplies and equipment, ensuring items are stocked and available for staff.
• Order, restock, and replenish office supplies as needed, staying within budget.
• Track and manage the usage of office supplies and suggest cost-saving measures when necessary.
• Set up and maintain systems for ordering and receiving office materials.
• Filing of Payments & Purchase Orders:
• Process and track payments for office-related purchases, ensuring accurate records are kept.
• File and maintain records of invoices, receipts, and purchase orders related to office supplies, assets, and services.
• Coordinate with the finance department to ensure timely processing of payments.
• Keep track of outstanding payments and follow up as necessary.
• Purchasing & Asset Management:
• Oversee the procurement process for office equipment, furniture, and other assets.
• Maintain an accurate inventory of office assets, ensuring proper documentation for purchases and disposals.
• Assist in evaluating suppliers and vendors to ensure cost-effectiveness and reliability.
• Track warranties, servicing, and repairs for office assets and equipment.
• Record-Keeping & Filing Systems:
• Implement and maintain efficient filing systems for office-related documents, including payment records, purchase orders, contracts, and maintenance logs.
• Ensure all documentation is filed accurately and in accordance with company policies.
• Maintain digital records of all office purchases and transactions in a secure, organized manner.
• General Administrative Support:
• Assist in organizing office events, meetings, and conferences, ensuring necessary supplies and materials are available.
• Provide additional administrative support as needed, such as answering phones, responding to emails, and scheduling meetings.

Please refer to job description.