Senior Administration Associate

JOB DESCRIPTIONS

KEY RESPONSIBILITIES:

• Oversee the migration of facility management data into the company’s ERP system, ensuring accurate tracking of assets, maintenance schedules, and facility-related tasks.
• Oversee the efficient operation of office utilities (e.g., electricity, water, internet) and implement strategies to monitor and optimize usage.
• Lead the negotiation and renewal of office leases, working closely with external landlords and legal teams to ensure favorable terms.
• Maintain an organized record of all lease agreements, renewals, and expiry dates.
• Develop and implement facility management policies (e.g., pre-inspection forms, post-inspection forms, charters).
• Implement and manage relationships with external vendors for office maintenance, repairs, and cleaning services.
• Coordinate office layout planning, optimize workspaces, and ensure compliance with safety regulations. Oversee space planning for new hires and department changes.

Employee Travel Arrangements:

• Coordinate all employee travel, including booking flights, hotels, and ground transportation, and ensuring alignment with company travel policies.
• Track and report travel-related expenses and assist with the development of departmental travel budgets.
• Address employee travel queries and resolve any travel-related issues promptly.

Immigration Requirements:

• Oversee employee immigration documentation, including visa applications and work permits, ensuring compliance with relevant laws and regulations.
• Track visa and permit expiration dates, ensuring timely renewals and extensions.
• Assist Expatriates with relocation and onboarding processes.

Office Administration:

• Manage office supplies inventory, ordering necessary items and ensuring optimal stock levels.
• Support company events and employee engagement initiatives, assisting with logistics and organization.

FINANCE

• Assist the Departmental Head in the preparation of the monthly budget.
• Develop and manage all budget items, including cost control and expenditure forecasting.
• Ensure the budget is in line with the department’s scheduled activities.

ORGANIZATIONAL DEVELOPMENT

• Supervise the team to execute assigned projects within deadlines and budget. 
• Develop and implement necessary measures to ensure flexible work practice and team building. 
• Carry out performance appraisals and development plans (including training) with subordinate staff. 
• Implement training and development program for staff in line with the organization’s technical and business needs.
• Coordinate the rotational schedule (on and off duty) of subordinate staff. 

QUALIFICATIONS:

• Bachelor's degree in Business Administration or Human Resource is mandatory.
• Master's degree in Management is a plus.
• Multicultural experience is mandatory.
• Proficiency in French is a plus.

KNOWLEDGE & EXPERIENCE:

• A minimum of 8+ years of experience in facility management, administrative support, and office operations.
• Proficient in Microsoft Office Suite (Excel, PowerPoint, Word).
• Proven experience with ERP systems, preferably in managing facility-related data and operations.
• Strong knowledge of utilities management, lease negotiations, and vendor management.
• Solid understanding of employee travel logistics, immigration requirements, and office administration.

COMPETENCIES:

• Strategic Vision: Drive projects towards improving efficiencies based on processes and procedures.
• Efficient Project Management: Contribute to projects aimed at improving efficiencies through effective processes and procedures.
• Strong Leadership: Capable of addressing technical, financial, and HR challenges in a dynamic work environment.
• Adaptability: Willingness to adjust work practices to achieve the best results.
• Effective Communication: Communicate clearly and consistently; be a good listener and negotiator.
• Diligent Work Ethic: Manage multiple projects and ensure timely delivery of results.
• Commitment to Development: Take responsibility for personal growth and the training of team members.
• Efficiency Improvement: Navigate challenges and enhance efficiency through the use of technology.
• Organizational Skills: Strong planning, organizational, and time management abilities, with a knack for coordinating activities across different areas.