Front Desk and Admin Support Officer at Infrastructure Credit Guarantee (InfraCredit)

Job Summary

• To support the Administration department in the carrying out the Front Desk, Admin and Facility Management-related activities.

Responsibilities

Front Desk:          

• Manage the reception front desk, receiving & managing 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.
• Receive, manage and file all incoming and outgoing official correspondence and documents, including packages and deliveries.
• Keep front desk tidy and presentable with all necessary material (pens, forms, paper etc.)
• Manage/provide support on office administrative requirements, such as meeting room bookings, conference call scheduling, event management support.
• Draft official letters, proof-read and edit official documents as may be requested by the CEO and other Management staff.
• Monitor office/administration supplies, recommend replacement when necessary and coordinate purchases and restocking.
• Oversee the cleanliness and maintenance of the office environment, including general maintenance of office furnishings and fittings.
• Other responsibilities as assigned by Admin Manager.

Admin Support:

• Provide support to the Origination & Structuring team 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.
• Assist in organising & coordinating signing events for the Origination & Structuring team with the possibility of travel to assist with off-site events.
• Provide support in handling Visa applications for staff and visitors.
• Assist to supervise scheduled or routine facility management in the company (i.e. preventive and corrective facility related maintenance).
• Assist with proactively resolving facility management related issues.
• Assist with space management (e.g. workspace relocation, allocation and reorganization) in compliance with HSE regulations.
• Assist with the coordination and maintenance of facility related utilities/matters (i.e. parking, waste disposal, power, building security, water, etc.).
• 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.
• Assist with the coordination of logistics (e.g. Executive management, group travel arrangements, Board meeting schedule/refreshments, etc.).
• 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.
• Support bill processing by treating Admin-related payments, subject to senior approvals.
• Other ad-hoc admin duties as may be assigned by the Admin Team.