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Office Administrator
3 weeks ago
**About Unilode**
**Position Overview**
The Office Administrator is a key partner in managing the day to day business within the office(s) and ensure smooth and efficient office processes.
**General Responsibilities**
- Perform general clerical, administrative and office duties.
- Prepare payroll timesheets for both contractors and employees.
- Assist employees with general concerns including benefits and payroll matters.
- Process any new hire documentation requested and forward to HR department.
- Coordinate and track training activities for new hires and current employees.
- Sort and distribute incoming mail.
- Responsible for ordering and maintaining office and maintenance supplies, safety supplies and placing other orders as needed.
- Devise and maintain office filing system.
- Maintain the office in a clean and tidy manner.
- Act as the point of contact between the manager and internal/external clients.
- Screen and direct phone calls and distribute correspondence.
- Coordinate on and off-site meetings, assist with schedule managements; arrange appointments, travel, meetings and conference calls along with interview scheduling for the station managers.
- Handle expense claims.
- Assist with raising work orders, posting Inbound, outbound, service line, and completed.
- Attend customer calls when required.
- Establish, organize and maintain documents and initiate follow up as needed.
- Assist with communication new policies and procedure to employees and coordinate gathering information as requested.
- Ensure all invoices received are accurate and sent to AP for processing.
- Advise finance of hours worked for each month for temporary vendors.
- Monthly reports such as stock take/movement for assigned stations.
- Create Purchase orders, actioned and monitored promptly through ACTIS or SAP for all type of orders. Assist with Good Receipts processing.
- Communicate with vendors to resolve any shipment issues (i.e. tracing, shortages, pricing, overages, etc.).
- Assist with special projects and assume responsibility for the development, administration, and promotion of specific projects, as required (i.e. facility’s annual compliance license).
- Additional duties as assigned.
**You**:
You will add to our quality culture if you can bring:
- Experience as Team Assistant, Personal Assistant or Office Manager.
- Excellent computer skills (MS Office).
- Ability to multitask and prioritize daily workload.
- Excellent verbal and written communications skills.
- Discretion and confidentiality.
- Customer service focus.
- Excellent interpersonal skills.
**Why Unilode?**
- 14 days of Annual Leave.
- Pension Contribution.
- Medical Insurance.
