Administrative Officer at Hugo Technologies

ROLE OVERVIEW

• We are seeking a highly organized and detail-oriented Administrative Officer with expertise in travel management, logistics and record keeping.
• The ideal candidate will be responsible for coordinating all aspects of business travel, ensuring compliance with company policies and procedures, and maintaining accurate records of travel expenses and other administrative activities.

KEY RESPONSIBILITIES

Travel Management:

• Coordinate domestic and international travel arrangements for employees, including flights, accommodations, transportation, and visa processing.
• Liaise with travel agencies, airlines, and hotels to negotiate favorable rates and ensure cost-effective travel solutions.
• Develop and maintain travel itineraries, ensuring timely communication of travel plans to employees and relevant stakeholders.
• Provide guidance and support to employees on travel-related matters, including travel policies, visa requirements, and travel safety.

Record Keeping:

• Establish and maintain comprehensive record-keeping systems for all administrative activities, including travel expenses, procurement, and correspondence.
• Ensure accuracy and completeness of records by regularly updating databases, filing systems, and electronic archives.
• Generate reports and analyze data to track trends, identify areas for improvement, and support decision-making processes.
• Maintain confidentiality and security of sensitive information, adhering to data protection regulations and company policies.

Administrative Support:

• Assist with general administrative tasks, including answering phones, scheduling meetings, and managing office supplies.
• Collaborate with cross-functional teams to streamline administrative processes and enhance operational efficiency.
• Handle incoming and outgoing correspondence, prioritizing and distributing mail as necessary.
• Provide administrative support to senior management as required, including preparing presentations and organizing meetings.

Logistics Coordination:

• Coordinate logistics for business travel, including transportation to and from airports, hotels, and meeting venues.
• Collaborate with transportation providers and logistics companies to arrange efficient and cost-effective shipping of goods and materials.
• Monitor inventory levels and coordinate the replenishment of office supplies, ensuring timely delivery and availability.
• Oversee the logistics of event planning and coordination, including venue selection, equipment rental, and catering arrangements.

REQUIREMENTS

• Bachelor's degree in Business Administration, Management, or related field.
• Proven experience in administrative roles with a focus on travel management, logistics and record keeping.
• Strong organizational skills and attention to detail, with the ability to manage multiple tasks simultaneously.
• Excellent communication and interpersonal skills, with the ability to interact effectively with employees at all levels.
• Proficiency in Google Suite.
• Knowledge of travel regulations, visa requirements, and international travel procedures.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Problem-solving attitude and ability to work independently with minimal supervision.