Assistant Admin Manager at Infrastructure Credit Guarantee (InfraCredit)

Job Summary

• To carry out Admin and Facility Management activities in support of the operational efficiency of the business.

Job Details

Responsibilities

• The resource person will be tasked with the following responsibilities, which constitute Key Performance Indicators (KPIs) that are also linked to the departmental Service Level Agreement: 

General:

• Deputize all responsibilities of the Admin Manager, with full awareness of all relevant standard operating procedures.
• Ensure continuous process improvement in the areas of Admin & Facility Management, including completeness and effectiveness of standard operating procedures.

Front Desk:          

• Supervise front desk activities, whereby Admin personnel:
• Receive & manage all visitors to the premises.
• Answer inquiries and provide information to all callers, customers, visitors, general public and other interested parties regarding InfraCredit’s activities, including directing calls appropriately.
• Maintain required logs, visitors’ and correspondence registers to record all pertinent information of visitors/callers to the Company.
• Keep front desk tidy and presentable with all necessary material (pens, forms, paper etc.).
• Receive, manage and file all incoming and outgoing official correspondence and documents, including packages and deliveries.
• Manage/provide support on office administrative requirements, such as meeting room bookings, conference call scheduling, event management support.
• Oversee the cleanliness and maintenance of the office environment, including general maintenance of office furnishings and fittings.
• Monitor office/administration supplies, recommend replacement when necessary and coordinate purchases and restocking.
• Draft official letters, proof-read and edit official documents as may be requested by the CEO and other Management staff.
• Other responsibilities as assigned by Admin Manager.

Administration:

• Support Origination & Structuring, Strategy and other business units in scheduling of meetings, booking meeting rooms, refreshments and equipment where necessary.
• Track inventory of marketing materials used by O&S staff from time to time.
• Arrange travel, flight bookings, hotels, restaurants, taxis, etc., researching best available options based on timeliness, quality, pricing and internal approvals prior to confirming.
• Organize & coordinate signing events for the Origination & Structuring and Strategy teams with the possibility of travel to assist with off-site events.
• Provide support in handling Visa applications for staff and visitors.
• Ensure effective facility management (e.g. parking, waste disposal, power, building security, water).
• Proactively resolving facility management issues, coordinating necessary maintenance and supervising scheduled or routine care (i.e. preventive and corrective facility related maintenance).
• Manage space (e.g. workspace allocation and re-organisation) in compliance with HSE regulations.
• Strive to ensure that facilities meet government regulations and, health, safety and environmental standards, seeking input from the Admin Manager, Legal and the ESG team where necessary.
• Ensure seamless coordination of logistics – e.g. for local and foreign travel, events, external meetings, special visits (e.g. Board members, stakeholders), etc., with accompanying Logistics Brief and Itinerary for relevant personnel, drivers and stakeholders.
• Assist with the planning and coordination of company related events (e.g. trainings, annual retreat, year-end celebrations, etc.).
• Provide oversight of support staff to ensure adherence to protocols: drivers, janitors, security guards.
• Process Admin-related payments with correct accounting/budget details, subject to senior approvals.
• Other ad-hoc admin duties as may be assigned by the Admin Team.

Qualification and Experience 

• Minimum five (5) years of core Administration and Facility Management experience, including office and staff logistics.
• Graduate degree qualification.
• Strong organisational skills and the ability to manage time effectively in a fast-paced environment.
• Good communication skills, with an ability to engage effectively with clients, internal peers, inside/outside counsel, etc.
• Customer service orientation.
• Self-starter, with high standard of excellence and proactive approach to problem solving.
• Process-oriented professional with strong attention to detail.
• Proficient use of MS Office Suite, including Word, Excel, Power Point, etc.