Administrative Officer at TradeDepot

Responsibilities

• The administrative manager will hire, train, and evaluate administrative team members; and generally ensure the office operates smoothly and efficiently
• Developing, reviewing, and improving administrative systems, policies, and procedures
• Working with the accounting and management teams to set budgets, monitor spending, and other expenses
• Planning, scheduling, and promoting office events, including meetings, conferences, orientations, and training session.
• Conduct monthly spot check on stock - stationary, monthly office supplies and sign off.
• Monitor and maintenance of lease and license agreements with all the vendors such as building power, infrastructure, parking and office infrastructure, fit out repairs including fire extinguishers and fire alarm systems, access control systems, AC chillers, UPS backup etc.
• Oversee facilities services, maintenance activities and tradespersons (e.g electricians).

Document Control:

• Ensure the smooth and adequate flow of information within the company to facilitate other business operations
• Collecting, organizing, and storing information using computers and filing systems

Safety and Security:

• Serve as the Safety and security primary focal point, share messages to staff as appropriate
• Coordinate orientation to new staff and visitors and ensure that they are complied with safety and security policies and procedures.
• Ensure guard company contracts are updated, relevant to tasks needed, fulfilling contractual obligations.

Vehicle and Driver Management:

• Manage drivers and ensure policies and procedures are being followed, Verify on monthly fuel consumption.
• Ensure driver maintains the vehicle in working condition which includes regular maintenance, do daily check list, cleanliness of the car inside and outside daily, etc.

Reporting:

• Prepare periodically reports on inventory, stationary, supplies, vehicle and maintenance and its cost analysis.
• Ensure Annual, Monthly and Weekly reports are prepared properly and sent on time.
• Accurate reporting for Management.

Other Administrative Functions:

• Work with HR for staff recruitment and other related HR and Admin work in the organization.
• Budget Preparation and Monitor Costs - Work with Accounts
• Monitor costs and expenses to assist in budget preparation
• Maintain an awareness of staff comments and any complaints to identify any area
• Establish and maintain formal and informal links with suppliers, service providers, agencies to ensure that the organization is providing the appropriate range and quality of services
• Develop database of internal and external contacts.
• Manage CSR activities
• Perform all other functions as may be directed by the CEO/MD.

Requirements

• Candidates should possess a Bachelor's Degree with at least 2 years relevant work experience.