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Office Management and Administrative Support Specialist
2 months ago
We are seeking a highly skilled and versatile Assistant Office Manager to join our team at Tain. The ideal candidate will be adaptable, capable of juggling various tasks, and ready to assist our General Manager with duties as needed.
Key ResponsibilitiesOffice Management- Oversee daily office operations to ensure a seamless workflow and efficient use of resources.
- Manage office supplies and equipment, ensuring adequate stock levels and optimal functionality.
- Coordinate maintenance and repair of office facilities and equipment to maintain a safe and productive work environment.
- Maintain a clean and organized office environment that reflects positively on the company.
- Assist with scheduling meetings, appointments, and managing the General Manager's calendar to ensure timely and effective communication.
- Prepare and distribute internal and external communications, such as reports, memos, and other business documents.
- Handle incoming correspondence, directing it to the appropriate personnel and ensuring prompt and professional responses.
- Financial Assistance
- Assist the General Manager with financial tasks, including budgeting, expense tracking, and financial reporting to ensure accurate and timely financial information.
- Prepare invoices, process payments, and maintain financial records to ensure compliance with company policies and procedures.
- Coordinate with the accounting department for audits and other financial activities to ensure seamless financial operations.
- Organize travel arrangements for executives, including booking flights, accommodation, and transportation to ensure smooth and efficient travel.
- Prepare travel itineraries and ensure executives have all necessary travel documents to ensure compliance with company policies and procedures.
- Manage expense reports related to travel and accommodation to ensure accurate and timely financial information.
- Plan and coordinate company events, meetings, and conferences to ensure successful and productive outcomes.
- Handle logistics, such as venue booking, catering, and equipment setup to ensure seamless event execution.
- Manage invitations, RSVPs, and attendee lists to ensure accurate and timely communication.
- Assist with onboarding new employees and organizing orientation sessions to ensure a smooth and effective onboarding process.
- Maintain employee records and manage HR documentation to ensure compliance with company policies and procedures.
- Support in organizing training sessions and staff development activities to ensure employee growth and development.
- Proven experience in office management, administrative support, or a similar role.
- Strong organizational and multitasking skills to ensure efficient and effective task management.
- Excellent written and verbal communication abilities to ensure clear and effective communication.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) to ensure seamless and efficient use of technology.
- Basic understanding of financial principles and practices to ensure accurate and timely financial information.
- Highly numerate, high attention to detail with commercial awareness to ensure accurate and timely financial information.
- Ability to handle confidential information with discretion to ensure confidentiality and trust.
- Flexible and adaptable to changing priorities and tasks to ensure seamless and efficient task management.
- Proactive and able to work independently with minimal supervision to ensure efficient and effective task management.
- Strong attention to detail and problem-solving skills to ensure accurate and timely financial information.
- Ability to work collaboratively within a team and across departments to ensure seamless and efficient communication.
- Verbal communication in either Mandarin or Cantonese highly desirable to ensure effective communication with diverse stakeholders.
